Senior Administrative Assistant

Location
Connecticut, United States
Posted
Sunday, 15 September 2019
End of advertisement period
Friday, 15 November 2019
Ref
57640BR
Contract Type
Permanent
Hours
Full Time

Position Focus:

The new Tobin Center for Economic Policy at Yale serves as an important and distinctive voice for key issues in U.S. public policy and also plays a central role on the Yale campus, building on strengths of the Economics department and fostering connections with other units across the university. The Tobin Center has established a robust pre-doctoral program focusing on evidence-based research intended to define and inform policy debate.
 
This position reports to the Operations Manager of the Economics department and will provide a high level of support to the Executive Director of the Tobin Center. The ideal candidate will be well-versed in providing administrative support and will be interested and excited to join a dynamic and fast-paced team conducting cutting-edge research. The Senior Administrative Assistant will be expected to manage the Director’s calendar, support and prepare travel arrangements, process reimbursements, plan meetings and events, update webpage, and assist the Operations Manager with expenses and budget monitoring. This position will also support the Director of Research, and other collaborators as necessary, draft correspondence, and handle a variety of other confidential material.
 
The successful candidate will be expected to handle all aspects of appointing pre-doctoral and post-doctoral associates, including visa assistance, onboarding and ongoing support. Other tasks will also be required for special projects identified by the Director to support new and ongoing priorities at the Center. The ideal candidate is detail oriented, enjoys and is energized by being part of a team, enjoys problem-solving, and can anticipate and solve problems before they arise.

Essential Duties

  1. 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

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Well-developed computer skills and aptitude, demonstrated ability to utilize Mac and PC systems. Excellent proficiency with MS Word, Outlook, Excel, PowerPoint and cloud-based applications. Ability to utilize online financial systems and maintain web page. Ability and willingness to learn new technology, systems and processes.

Required Skill/Ability 2:

Proven record of resourcefulness with the ability to work independently, without continuous direction, and to identify and utilize available resources to complete tasks thoroughly and efficiently. Demonstrated organizational skills and follow-through. Ability to prioritize competing tasks and delegate work appropriately.

Required Skill/Ability 3:

Strong verbal and written communication skills, with excellent attention to detail. Ability to interact effectively with people at all organizational levels, and to strive to resolve problems and build positive relationships. Ability to handle sensitive matters with discretion, maintaining confidentiality.

Required Skill/Ability 4:

Proven ability to support event planning and execution. Capability in setting up meetings that require basic tech set up: A/V, recording, distance participation. Highly proficient in value-added scheduling and time management (i.e. ensuring goals and context are available for all meeting attendees, bundling geo-proximate appointments).

Required Skill/Ability 5:

Proven ability to manage simple budgets. 

Preferred Education, Experience and Skills:

Experience with postdoctoral appointments. Knowledge and experience working with Yale's systems, including Workday and OISS. Experience with Google Calendar.

Weekend Hours Required?
Occasional

Evening Hours Required?
Occasional

Drug Screen
No

Health Screening
No

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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

Posting Disclaimer

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus