Sr. Administrative Assistant/Training Coordinator
The Yale Center for Emotional Intelligence conducts research and trains individuals and organizations to develop and use emotion skills. The Training Coordinator will plan, organize, and coordinate trainings and is responsible for a wide range of logistical and operational tasks related to planning special events and trainings at the University and in schools (preschool, elementary, middle, and high schools). In addition, the person manages university, vendor, and client relationships. Duties include but are not limited to designs, coordinates, and oversees the logistics for multiple educational events, conferences and/or training (i.e. coordinating the details of event, prepares various conference and marketing materials, tracks event details including registration fees, budgets, and contacts for various services, books travel for trainers and participants). Works with operations staff to verify consultants’ invoices and training- related expenses (trainers, coaches). Serves as primary source of information to internal and external entities on training events and contracts. Supports training manager to create organized system for storing and accessing all training documents and presentations. Generate reports on feedback surveys, application data, and implementation; perform miscellaneous duties as needed.
- 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.
- Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
- 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.
- 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.
- Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
- 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.
- 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 written and oral communication skills. Strong interpersonal skills to build and sustain relationships with outside educational networks.
Required Skill/Ability 2:
Proven intermediate to advanced ability to use Microsoft Office (Word, Excel, PowerPoint), Google Apps, survey software (i.e. Qualtrics), email systems.
Required Skill/Ability 3:
Ability to handle a variety of projects simultaneously & meet deadlines. Highly organized and acute attention to detail.
Required Skill/Ability 4:
Ability to work independently and in a team environment. Excellent customer-focused approach.
Required Skill/Ability 5:
Demonstrated proficiency coordinating large scale events. Ability to provide own transportation to events.
Preferred Education, Experience and Skills:
Experience using Workday. Experience using Salesforce or other client relationship management database. Experience with Yale Systems. Experience working in schools and developing curricula. Proficiency with social media. Prior experience coordinating travel arrangements.
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.