Senior Admissions Operation and Events Specialist

Location
Connecticut, US
Posted
Tuesday, 15 October 2019
End of advertisement period
Sunday, 15 December 2019
Ref
58269BR
Contract Type
Permanent
Hours
Full Time

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Work Location

Central Campus

Worksite Address

165 Whitney Avenue
New Haven, CT 06511

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Provide high level support for Admissions and Community & Inclusion teams, primarily support for Yale School of Management’s one-year residential master’s programs and Community & Inclusion office. Coordinate the operation of the internal admissions office database. Collect and organize information used by admissions office for statistical analyses. Work with the admissions system support team to ensure optimal database operation. Assist with the uploading of applications from GNAM partner schools for MAM & GBS programs. Participate in high-volume admissions office activities, including, but not limited to, processing and tracking applications. Ensure timely admissions communications, ensuring high client service maintained. Serve as a source of information for on-line and phone inquiries and oversee resolution of database issues. Communicate with inquiries and applicants by phone, email, and regular mail, including via mail merge using MS Outlook, Excel, Slate, and Word. Maintain Slate records for applicants and candidates, ensuring that they are accurate and up to date. Coordinate and facilitate mailings to admitted MAM and MMS students, including assembly of mailing and online delivery setup.  Participate in the development of new systems and procedures as required by the launch of new initiatives. Serve as resource and source of information to applicants, students, staff, faculty, and alumni on admissions policies, procedures, and Yale SOM academic and extracurricular programs via heavy phone and email correspondence. Correspond directly with applicants to resolve application file issues for completeness, accuracy, and timeliness of submitted information. Troubleshoot applicant issues, creatively solve problems, and move candidates through the application process as efficiently as possible. Working with Admissions Program Coordinator, assist with the coordination of arrangements for off-campus events worldwide for MAM and MMS programs, as well as Community & Inclusion events such as Consortium, Forte, and MLT events. Book event space as needed, oversee shipping of event materials, and brief Admissions Officers attending events on the format, preparation needed, and logistics. Attend events as required to co-host event and oversee on-site logistics. Coordinate logistics for major single-day and multi-day Community & Inclusion on-campus events. Serve as a welcoming face for attendees of these events, organize event schedule, location logistics, catering, and other services needed. Coordinate travel reimbursements and payment of external and internal providers to ensure all expenses are accounted for and the events run smoothly. Together with the Director and Assistant Director of Community & Inclusion, coordinate event planning, prospect and applicant outreach, and student engagement with Yale SOM affinity clubs such as the Black Business Alliance, Out of Office, AHLAS, Veterans Club, and Women in Management. Help identify ways to work with clubs to bring a diverse group of students to Yale SOM and to advocate for an inclusive community within Yale SOM. Using the relevant University systems and other reporting tools, oversee Admissions and Community & Inclusion teams’ event and travel expenses and other relevant information for events, including tracking expenses for individual events; vendor set-up, travel booking, and arranging payment for supplies and services; following up with vendors, staff, and other offices as needed; generating reports on expenditures. Establish, implement and coordinate procedures to ensure compliance with all University budget regulations and reporting requirements as appropriate for events coordination.

The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.

Essential Duties

  1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.  Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.  
  2. Oversees, instructs, and coordinates activities of support staff.  Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.  
  3. Provides editorial support for a journal/publication.  Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.  
  4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.  Assembles and arranges for necessary items.  Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.  
  5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.  Screens and responds to mail.  
  6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.  
  7. Coordinates travel arrangements.  Schedules and coordinates meetings and appointments.  Orders and maintains inventory of supplies.  Takes minutes or dictation.  Performs additional functions incidental to office activities.

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:

Excellent computer skills in Windows and Microsoft products: Word, (including merges) advanced Excel (or equivalent database) Outlook (Calendar), and PowerPoint. Very strong detail orientation.

Required Skill/Ability 2:

Exceptional interpersonal skills and customer service skills with ability to represent the Director of Admissions, YSOM, and the University professionally. Ability to contribute ideas and consistently contribute to improve all processes for team. Strong oral and written communication skills. Absolute discretion with confidential information and materials.

Required Skill/Ability 3:

Strong independent judgment and capacity to take initiative in a “multitasking” environment with minimal supervision. Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and/or professional positions.

Required Skill/Ability 4:

Ability to distribute assignments to other C&T staff and to provide guidance and oversight in the completion of this work.

Required Skill/Ability 5:

Ability to adapt to a changing work environment and responsibilities.

Preferred Education, Experience and Skills:

Experience in an admissions office. Experience with Banner student system, Brio query tool and Technolutions Slate. Bachelor’s degree. Working knowledge of Yale policies and procedures. Global orientation; experience working across countries and regions, and fluency in more than one language.

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