Office Assistant-Transportation Receiving & Storage/Medical School

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Overview

The Office Assistant-Transportation Receiving & Storage/Medical School performs and oversees a variety of general office support assignments. These include processing of documents and records, retrieving and distributing data or information using a computer with scanning abilities. Coordinates shipments from all shipping carriers, schedules shipment deliveries, and processes and delivers packages on a daily basis.  Must be able to communicate with a high-level of customer service, accommodate customer needs, and resolve issues.  Responsible for overseeing the receiving and delivery of all packages, lab equipment, and research material throughout the building for Yale departments.  May direct the day-to-day activities of other C&T staff to ensure that all packages are received, processed, and delivered on a timely basis. Also is the main contact at the 101 College Street receiving dock and trains delivery assistants.  Must perform all aspects of a delivery assistant. Must be able to drive a company vehicle for courier deliveries, be able to lift up to 75 lbs. for long periods of time and be able to push loaded flatbed carts.

• Provides specialized information on administrative matters, monthly metrics, and procedural matters to faculty and staff.

• Assists staff, faculty, and students with the completion of service forms.  Identifies and resolves errors through contact with students and university departments, faculty, and staff. 

• Maintains logs and records of activities.

• Compiles statistical data and information. 

• Establishes and maintains filing systems. 

• Uses computer terminals to input and retrieve data through the Quadient/SC Logic server and trouble shoots electronical equipment, scanning & tracking devices, label printers, and desktop computer databases. 

• Run reports within the SC Logic database for statistical data on a daily/weekly/monthly basis.

• Merges and manipulates filing systems.  

• Monitors and reconciles financial data.

• Composes emails and communicates via telephone to departments, staff, and faculty regarding package deliveries, shipments, and inquiries. 

• Composes general written material. 

• Documents ethanol inventories and deliveries. 

• Maintains accurate physical counts of packages received.

• Schedules and coordinates large item deliveries with TR&S and departments.

• Oversees and instructs support staff.

• Must be adaptable to change and working in a team environment.

• Fills in as an Office Assistant at sister buildings.

• Performs clerical functions incidental to office activities.

• Operates delivery equipment including pallet jacks, hand trucks, and rolling carts for package deliveries.

Required Skills and Abilities
1. Demonstrated ability working in a shipping, receiving and storage position. This includes ability to drive a company vehicle for courier deliveries, be able to lift up to 75 lbs. for long periods of time and be able to push loaded flatbed carts. Must have well developed independent judgment and critical thinking skills. Proven ability to work independently, as well as the ability to work as part of a team.
2. Demonstrated strong customer service skills. Proven ability to troubleshoot issues that may arise in daily operations. Demonstrated strong professional communication skills, including strong writing skills and ability to prepare memoranda. Must display professionalism while interacting with internal and external clients.
3. Exceptional organizational skills with proven ability to handle time critical assignments. Ability to load and unload delivery trucks and pull inventory for supply orders. Experience with operating moving equipment such as pallet jacks and delivery hand trucks.
4. Demonstrated exemplary attendance, punctuality and reliability as attested. Must have and maintain a valid Connecticut driver's license with a safe driving record and experience driving on the medical side of campus.
5. Knowledge of principles and processes for providing customer services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction, specifically in parcel delivery.

 

Principal Responsibilities

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff. 2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities. 3. Compiles statistical data and information. Establishes and maintains filing systems. 4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems. Monitors and reconciles financial data. 5. Keyboards letters, memoranda and other materials. Composes general written material. 6. Schedules and coordinates conferences, meetings, appointments, and classrooms. 7. May oversee and instruct support staff. 8. Performs clerical functions incidental to office activities. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Job Posting Date

09/15/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.