Communication Assistant

The Office of Public Affairs and Communications (OPAC) is the central organization responsible for developing, coordinating, and managing news, information, and stories about Yale, as well as for institutional communications strategy (external and internal), reputation management and crisis communications. OPAC serves as the official voice of Yale University. We seek an individual who can provide high-level operational support to the OPAC. This position serves as the gatekeeper and primary contact for all visitors to the department – in person or on the phone. This individual would demonstrate initiative, independence, and the ability to prioritize work and multi-task in a fast-paced, deadline-driven environment. Exhibiting professionalism and positivity at all times, the primary responsibility of this position is to provide operational support with demonstrated sensitivity and confidentiality. The Communications Assistant serves as the primary point of contact for individuals seeking information about Yale, including callers, visitors, media personnel, staff, faculty, students, and the general public. They assess the nature and urgency of each request, providing information or directing inquiries to the appropriate staff members or campus departments. Additionally, they manage the OPAC email/voicemail system. One crucial aspect of their job is to research, format, edit, compile, and distribute Yale news clips on a daily basis. They conduct initial searches for Yale mentions in the media using tools like Cision. The Communications Assistant also collaborates with the media relations team to refine and distribute press releases to the media during regular business hours. The Communications Assistant assists the media relations team in generating quarterly analytical reports for the office and Yale Corporation meetings. They work closely with the media relations team to highlight significant university stories and initiatives, curate the "Yale in the News" webpage. This role will also assist the Media Relations team by compiling information regarding potential media services vendors before departmental contract renewals, set up demonstrations with key OPAC partners, and provide cost estimates to initiate contract negotiations. They also manage office calendars, schedule meetings, handle on-call schedules, and assist in drafting and sending all-office announcements and event invitations. They oversee the maintenance and updates of internal documents, including the OPAC operations team manual. Additionally, the Communications Assistant manages various office procedures while ensuring compliance with university protocols. This role will process P-Card charges and out-of-pocket reimbursements, set up new suppliers and purchase orders, and submit Supplier Invoice Requests. The Communications Assistant serves as a source of information for staff regarding policies, procedures, programs, and office activities. Support OPAC staff by coordinating travel arrangements, producing travel itineraries, and managing expenditures for travel. They also support on-boarding efforts for new employees and provide training to new operations team members and interns on operational duties. Assist with event planning including logistical needs for meetings, assembling meeting materials, ordering catering, and ensuring efficient setup and cleanup for meetings and gatherings. The Communications Assistant manages the internal inventory of departmental computers and equipment, arranging replacements and repairs as necessary. They act as the primary liaison with Yale Information Technology Services for resolving technology-related issues. This position may attend meetings, draft minutes, format and edit sensitive and confidential correspondence and reports, and perform other duties necessary to support the mission of OPAC. This position is eligible for a hybrid schedule.

Essential Duties

Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned.

Required Education And Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Required Skill/Ability 1

Excellent attention to detail and accuracy. Demonstrated ability to concentrate and perform tasks with various interruptions. Ability to prioritize tasks to meet deadlines and multi-task effectively with thoroughness and follow-through when there are conflicting priorities, in an organized manner. High degree of initiative and demonstrated problem-solving skills.

Required Skill/Ability 2

Demonstrated flexibility and agility. Reacts to new situations appropriately and adapts readily to changing work demands.

Required Skill/Ability 3

Ability to work well individually and on a team.

Required Skill/Ability 4

Understands the need for providing superior customer service. Ability to maintain confidentiality.

Required Skill/Ability 5

Strong computer skills and comfort level, including e-mail, spreadsheets, and word processing. Demonstrated ability to show initiative and to learn new skills, computer systems and databases.