Senior Administrative Assistant Corporate and Foundation Relations Development

Location
Connecticut, United States
Posted
16 Oct 2018
End of advertisement period
16 Dec 2018
Ref
51847BR
Contract Type
Permanent
Hours
Full Time

Position Focus:

Reporting to the Senior Associate Director of Corporate and Foundation Relations, the Senior Administrative Assistant will provide comprehensive administrative support for frontline fundraising officers in the Corporate and Foundation Relations unit in the Yale Office of Development. The Senior Administrative Assistant will have a range of responsibilities including but not limited to:

  1. Scheduling meetings with both internal and external constituents;
  2. data entry into Yale’s alumni and donor database (HOPPER);
  3. filing and distribution of documents including stewardship materials and reports;
  4. working with frontline fundraising officers, coordinate logistics for all facets of on-campus and off-site donor visits;
  5. process incoming donor contributions in accordance with university policies and procedures;
  6. process expenses in accordance with university policies and procedures; and
  7. assist with special projects as needed.

Dept/Section URL

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:

Strong interpersonal skills, including the ability to interact well with faculty and staff across the university.

Required Skill/Ability 2:

Strong attention to detail, and ability to handle confidential and sensitive information.

Required Skill/Ability 3:

Ability to juggle multiple tasks in a deadline-oriented manner; flexibility in handling assignments; and disciplined follow-up skills.

Required Skill/Ability 4:

Demonstrated editing and proofreading skills.

Required Skill/Ability 5:

Demonstrated competency in Microsoft Office computer skills (Word, Excel, etc.).

Preferred Education, Experience and Skills:

Experience in working within higher education administration and/or other complex organizations. Knowledge of Yale University systems and procedures, including those for expense reporting.

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.

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