Senior Administrative Assistant

Location
Connecticut, United States
Posted
15 Oct 2018
End of advertisement period
15 Dec 2018
Ref
51441BR
Contract Type
Permanent
Hours
Full Time

Position Focus:

  1. The Senior Administrative Assistant provides high-level administrative support and serves as principal source of information policies, procedures, programs, and office activities for the Access Services department.
  2. Monitors and maintains the department's financial activities using Workday and other systems. Performs daily deposits for monies received from department activities and ensure compliance with University and accounting policies and procedures.  Receives and processes all payments.
  3. Prepares and processes invoices, payments, reimbursements, expense reports, supply requests, etc. Assigns proper charging instructions. Serves as department expert on University expense management system.
  4. Reviews and verifies all expenses charged to operating funds. Maintains and reconciles monthly statements. Researches and reconciles errors and follow up with appropriate parties to assure compliance with University accounting policies and procedures.
  5. Composes original correspondence, proofreads and edits documents, reviews outgoing material for completeness and accuracy.
  6. Manages complex schedules and calendars and makes travel arrangements.
  7. Prepares agenda/materials for meetings and may take meeting minutes.
  8. Creates and maintains databases and mailing lists and compiles statistical data.
  9. Supports recruitment and hiring efforts for the department. Coordinates and schedules candidate interviews including arranging travel, hotels, interview schedules, booking rooms, communications, and candidate reimbursements.
  10. Keeps abreast of Library and University policies and procedures affecting supported departments' business affairs, ensure departmental compliance, and recommend program enhancements in these areas, consistent with university and library objectives and policies; participate in appropriate Library and University committees.
  11. May oversee the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
  12. Approves scheduling requests for Bass library instruction rooms. Coordinates and tracks to resolution numerous requests/year for facilities work.
  13. May screen telephone calls, assesses priorities for contacting individuals.
  14. May coordinate and support large events.
  15. Provides backup support, and coverage of Administrative Services reception desk as needed.
  16. Performs other related duties as assigned.

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:

Demonstrated advanced proficiency in written communication and interpersonal skills in a fast paced service environment, with the ability to deal effectively and tactfully with a diverse population in person, via telephone, email and through correspondence.

Required Skill/Ability 2:

Demonstrated ability to work independently and exercise initiative while working collaboratively and without close supervision. Demonstrated ability to adapt flexibly and effectively to changing needs and priorities and maintain confidentiality.

Required Skill/Ability 3:

Demonstrated basic to intermediate proficiency in monitoring budgets, basic accounting functions, and interacting with online financial systems such as Workday.

Required Skill/Ability 4:

Demonstrated ability to compose, proofread, or edit correspondence, short writings, memos, reports, and grant applications. Demonstrated ability to handle complex work assignments, prioritize, and solve problems.

Required Skill/Ability 5:

Demonstrated proficiency in the use of word processing, database and spreadsheet applications and using web and social media content management systems. Demonstrated ability to set up, maintain and extract from such applications a variety of useful reports and data.

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.

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