Senior Administrative Assistant

Location
Connecticut
Posted
30 Oct 2018
End of advertisement period
29 Dec 2018
Ref
52287BR
Contract Type
Permanent
Hours
Full Time

Position Focus: 

Provide high-level administrative and decanal support for Dean’s office, and back-up support for the Deputy Dean, including assistance with calendaring, projects, events, travel, teaching and research, editing, and support for financial transactions. Provide high-level administrative support for program and office activities. Establish and implement procedures and systems; serve as principal source of information on policies, procedures and office activities. Receive and triage high profile guests and visitors to Dean’s Office. Welcome, orient, and host visitors to campus. Maintain complex calendar for two Senior Associate Deans and serve as back-up to the Deputy Dean’s complex calendar. Schedule and coordinate meetings and appointments in multiple time zones. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed. Manage extensive travel, including complex itineraries and coordination with other offices. Research complicated flight availability to determine the feasibility of connecting several events within one trip. Be knowledgeable regarding visa policies and application processes. Provide administrative support for special programs, Dean’s Office special projects, and initiatives which may require creating and/or updating websites; may work on blog sites. Conduct research and gather background information for projects, meetings, and events as needed in preparation for all Dean’s Office activities. Format, keyboard, edit and proofread a variety of material. Research and fact check cases and current events. Proofread and edit a variety of material for grammatical and factual accuracy, may work with co-authors and editors to coordinate printing deadlines. Coordinate logistics for Dean’s Office events, conferences, seminars and programs held on and off campus. Responsible for specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment and accommodations. Prepare required forms and reimbursements. Scan course work and other documents. May provide assistance with classroom exercises and set-up. Download and upload course related information for the web for faculty course work and research. Organize and prepare course packets. Secure/purchase teaching material and obtain copyright permissions from publishers. Using learning management system, post course materials. Search for information online and in various libraries (ORBIS, Blue Book Citation, download articles). Submit research papers online. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics. Use the University’s electronic systems for expense management, travel booking, and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance to University policies and procedures. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of customer service.

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:

Prior proficiency in an administrative support role. Excellent computer skills including advanced knowledge of Windows and Microsoft products: Word, Excel, Outlook (calendar), and PowerPoint or equivalent. Web maintenance skills, Internet navigation skills, and library and research skills. Ability to perform basic classroom AV support.

Required Skill/Ability 2:

Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to properly use independent judgment and to exercise discretion and confidentiality.

Required Skill/Ability 3:

Superior interpersonal skills with professional demeanor and welcoming manner. Ability to represent the School professionally at events. Patient diplomatic skills negotiating with complex offices of public officials and prominent business leaders.

Required Skill/Ability 4:

Superior multi-tasking capability. Excellent attention to detail and accuracy with demonstrated ability to concentrate and perform with constant and varied interruptions, ability to prioritize to meet deadlines and conflicting demands in an organized manner. Ability to regularly solve problems, take initiative and anticipate actions needed.

Required Skill/Ability 5: 

Ability to function independently and effectively while engaging successfully as a team member in a fast-paced and changing environment. Ability to meet overtime requirements and/or flex schedule to provide coverage as needed.

Preferred Education, Experience and Skills:

Bachelor’s degree. Working knowledge of Yale policies and procedures governing travel; experience with event planning; experience with learning management system. Knowledge of Qualtrics. Global orientation; experience working across countries and regions, and fluency in more than one language.

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.