Senior Administrative Assistant

Connecticut, United States
30 Oct 2018
End of advertisement period
30 Dec 2018
Contract Type
Full Time

Position Focus:

Reporting to the Associate Director, Collections, Research and Education of the Beinecke Rare Book & Manuscript Library, the Senior Administrative Assistant provides administrative support to the Associate Director, seven curators, head of research services and a research librarian. Composes original correspondence, proofreads and edits documents, reviews outgoing material for completeness and accuracy. Manages complex schedules and calendars and makes travel arrangements. Prepares agenda/materials for meetings and takes meeting minutes. Maintains website information and Sharepoint site. Creates and maintains databases and mailing lists and compiles statistical data. Provides course and class planning support. Arranges collection acquisition meetings, takes minutes reflecting acquisition decisions and is responsible for drafting purchase agreements & deeds for gifts. Assists with educational programming and event planning which includes outside speakers and vendors and follow-up processing of payments for services. Serves as primary contact between the Associate Director and other offices and staff and faculty and ensures confidentiality of sensitive information. This includes managing calendars, scheduling meetings, assisting with travel arrangements, educational program and event planning. Provides assistance and back-up to the Director’s Assistant and the Event Coordinator, as needed.

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 writing and computer skills including Word, Excel and PowerPoint.

Required Skill/Ability 2:

Excellent organizational skills, demonstrated ability to multi-task and attention to detail.

Required Skill/Ability 3:

Excellent interpersonal skills and demonstrated ability to be a team player.

Required Skill/Ability 4:

Demonstrated ability to work independently and take initiative to solve problems.

Required Skill/Ability 5:

Demonstrated professionalism in daily interactions with Library colleagues, faculty, researchers and others outside the University. Excellent attendance, punctuality, and reliability, as attested by references.

Preferred Education, Experience and Skills:

Previous experience in a library or museum setting is preferred.

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 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, 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: