Senior Administrative Assistant
Provides administrative support and oversight to department.
Reporting directly to the Relocation and Logistics Manager, the senior administrative assistant will provide a variety of support primarily for Travel Management and Relocation/Logistics Management and secondary support for Parking & Transit, Fleet, Special Projects, Directors of Support Services, and Financial Ops. Acts as main receptionist for Administration Office Suite greeting visitors, tracking office activities, and performing other duties as needed.
RELOCATION & LOGISTICS MANAGEMENT SUPPORT:
Diverse duties include serve as principle source of information to staff on policy, procedures, and office activities; monitors and reconciles financial statements and processes invoices. Keeps comprehensive database of relocation statistics for each move with the ability to generate reports. Performs extensive audits on invoices for accuracy on all moves. Schedules and arranges lunches and meetings. Maintains paper and online filing system. Orders all office/kitchen supplies. Sorts mail and receives and distributes shipments as needed.
Engages fully as an Egencia customer service team member, along with the director and travel program manager to provide a full range of customer services activities (e.g. coordinates “lunch and learns” and other ad hoc events, participates in and records minutes for weekly travel meetings and Egencia conference calls, conducts routine profile update requests and other required maintenance to the Egencia booking tool, assists in preparation of newsletter, prepares materials for and schedules monthly training sessions, provides travel related communications, and responds to inquiries from Yale Community). Supports the travel program manager as needed with various administrative 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:
Proven ability in database management, reporting, analysis and word processing. Well-developed computer skills and ability to utilize multiple systems including Microsoft Word, Excel, PowerPoint.
Required Skill/Ability 2:
Proven ability to independently prioritize and plan own workload. Professional, friendly demeanor, with ability to interact with all levels of the University.
Required Skill/Ability 3:
Excellent written and oral communication skills.
Required Skill/Ability 4:
Proficient with Workday financial or similar systems (Oracle, SAP, etc.) that utilize journals entry, invoice-processing, record cash sales etc.
Required Skill/Ability 5:
Flexibility and proven ability to adapt and respond positively to unique or unforeseen circumstances. Ability to work in independently or in a team environment.
Preferred Education, Experience and Skills:
Relocation, freight, and/or travel industry experience. Comfortable using social media and/or doing minor website updates.
Weekend Hours Required?
Evening Hours Required?
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: firstname.lastname@example.org.