Senior Administrative Assistant, Schwarzman Center

Location
Connecticut
Posted
06 Nov 2018
End of advertisement period
06 Jan 2019
Ref
52380BR
Contract Type
Permanent
Hours
Full Time

Position Focus:

Under limited supervision, this position will provide a high level of administrative support to the Executive Director of the Schwarzman Center and other members of the leadership team required to accomplish the mission objectives. Duties will vary but will include providing a high level of professional and confidential administrative support for the Executive Director; and coordination of business activities related to scheduling, travel, reimbursements, and meeting and event organization. Serve as a primary source of information and first point of contact for visitors, students, faculty and funders; answers questions in person, by phone or by email. Duties may also include formatting and preparing documents, proofreading a variety of material, uploading and downloading materials to appropriate databases or websites. May format and set up spreadsheets and graphics and create/edit slides to PowerPoint presentations. Collect receipts for reimbursements of travel (domestic and international) and monitor reimbursements. When necessary, will work closely with the department’s business office in execution of related financial transactions. Coordinate logistics for events and meetings as needed to support the Center (both on and off campus), which may include specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment and accommodations. Maintain electronic calendars. Prepare required forms for reimbursements. This position will be required to work a flexible schedule which includes working nights, weekends and holidays depending on production needs and production calendar.

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:

Proven ability to provide a high level of administrative support, including strong organization, oral and written communication, customer service, and problem solving skills. Proven ability to exercise independent judgment and ability to take initiative. Demonstrated project coordination skills.

Required Skill/Ability 2:

Proven ability to organize, schedule and coordinate meetings and events. Demonstrated proficiency with Microsoft Word, Excel, PowerPoint and Outlook. Strong technical skills with the proven ability and willingness to learn new technology, systems or processes. Ability to track expenses and reconcile accounts.

Required Skill/Ability 3:

Ability to effectively and professionally represent the Center, and calmly and flexibly work in a pressured customer oriented environment. Ability to remain focused with frequent interruptions. Ability to multitask and prioritize a wide variety of tasks, meet strict deadlines and follow schedules.

Required Skill/Ability 4:

Team player with ability to work effectively and flexibly with a large number of faculty, staff, students, alumni and other professionals representing a diversity of personalities, gender expression, race, sexual orientation, religion, ability, age, class and immigration status.

Required Skill/Ability 5:

Ability to work a flexible schedule including evenings, weekends, and occasional holidays. Excellent attendance, punctuality and reliability as attested by references.

Preferred Education, Experience and Skills:

Bachelor’s degree. Workday expense processing experience. Familiarity working with/drafting contracts.

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