Senior Administrative Assistant
1 day left
- Part Time
The successful candidate will be expected to assist the faculty officers of the American Studies program (Dept Chair, Director of Graduate Studies, and Director of Undergraduate Studies), and should obtain full familiarity with the program. The candidate will be expected to keep accurate records in the program and to keep track of students’ progress. The candidate will be expected to be familiar with the regular cycle and activities of the academic calendar and be proactive in reminding students (as well as the officers) about upcoming deadlines and specific tasks needing to be done. The candidate will maintain the program website and social media, and coordinate program events. The candidate may also assist with the appointments and promotion process.
Please note: This is a part time position. It is for 25 hours a week.
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:
Demonstrated ability to work in a team as well as independently. Ability to learn new computer systems. Ability to represent the Program and the University professionally.
Required Skill/Ability 2:
Excellent organizational skills with strong attention to detail. Demonstrated ability to multitask, prioritize tasks, meet deadlines and work effectively with conflicting and competing deadlines and time constraints. Excellent customer service skills. Ability to exercise discretion and maintain strict confidentiality in handling sensitive materials.
Required Skill/Ability 3:
Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook. Ability to schedule and coordinate meetings and appointments.
Required Skill/Ability 4:
Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even with conflicting demands. Excellent written and verbal communication skills. Ability to take on additional administrative responsibilities as needed.
Required Skill/Ability 5:
Demonstrated positive attitude and approach to work. Ability to make decisions independently when appropriate. History of excellent attendance/punctuality record.
Preferred Education, Experience and Skills:
Prior knowledge of website maintenance is strongly desired.
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.
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: email@example.com.
Yale University is a tobacco-free campus