DGSD Student Employment Office Assistant

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Department Focus

The DGSD Student Employment Office Assistant reports to the Production Manager for Studio Projects and Special Events | Student Labor Supervisor at the David Geffen School of Drama at Yale/Yale Repertory Theatre (DGSD/YRT). This temporary/casual position supports student employment at DGSD by monitoring and reporting on student timekeeping and work-study activity, maintaining student employment records and job information, coordinating routine scheduling and follow-ups, and assisting with documentation and student-facing communications as directed.

Essential Duties

1. Support the organization of student employment records and related documentation (folders, SharePoint sites, and Teams), documenting process/policy updates and innovations and surfacing opportunities for improvement.

2. Provide work-study and professional work assignment administrative support by entering and updating relevant data, tracking work-study timesheet submissions, monitoring assigned hours and indicators of student financial need, and reporting over/under earners (including each student’s supervisor) to the Production Manager for Studio Projects and Special Events/Student Labor Supervisor for follow-up.

3. Responsible for conducting weekly routine timesheet checks to identify entered-but-unsubmitted hours and follow up with students to ensure submission (administrative housekeeping; no approval authority). Also monitor timesheets pending supervisor approval, provide the manager with a status report, and communicate any atypical supervisor deadlines.

4. After each budgeting cycle, provide scheduling and tracking support for hours reconciliation by prompting the Production Manager when it’s time to review estimated vs. budgeted hours with supervisors, tracking the calendar for these check-ins, and track and remind for completion. Will escalate non-responses.

5. Support the processing of awards/one-time payments in the timekeeping system by gathering any needed information and entering details as provided/confirmed by the Production Manager; award content and approvals remain with the Production Manager.

6. Add and update DGSD student work job records as requested, and, under the direction of the Production Manager for Studio Projects and Special Events/Student Labor Supervisor, maintain the student-facing DGSD/YRT assigned and elective jobs list and job postings.

7. Process absence requests at the discretion of the Production Manager for Studio Projects and Special Events/Student Labor Supervisor, approving routine requests when no conflicts are identified and escalating any potential issues or conflicts for review.

8. Coordinate fact-finding for students’ Outside Commitment requests (including Yale-affiliated roles such as TF, YBOP, and Yale Opera) by confirming required approvals (e.g., via outreach to relevant chairs/deans) and documenting the clearance for review.

9. Using established templates, draft student employment confirmation and termination notices for the Production Manager for Studio Projects and Special Events/Student Labor Supervisor, as needed.

10. Under direction of Production Manager for Studio Projects and Special Events/Student Labor Supervisor, update student contact sheet for internal use.

11. Provide support for student eTimesheet questions and concerns that are first triaged by the Production Manager for Studio Projects and Special Events/Student Labor Supervisor, handling delegated, typically less complex, inquiries.

12. And other duties as assigned.

Required Skills and Abilities

1. Demonstrated organizational skills and the ability to multi-task while working in a team environment. Proven ability to work independently with minimal supervision and follow established protocols.
2. Strong computing skills, including proficiency with Microsoft Office (Outlook, Word, Excel). Ability to learn and use various database systems, such as Workday, SharePoint, or TimesheetX.
3. Excellent communication and strong customer service skills. Proven ability to work with and assist a wide range of faculty, staff, and students.
4. High level of initiative with excellent time management skills and the ability to manage multiple projects and assignments simultaneously within established deadlines.
5. Attention to detail and accuracy in preparing and entering data. Strong critical thinking and problem-solving skills, with the ability to troubleshoot and resolve issues effectively.

Preferred Education and Experience

1. Experience in the Arts or Theater.

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

06/03/2026

Job Category

Administrative Support

Bargaining Unit

NON

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Part time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

Remote

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.