Senior Communications Assistant
The Office of Public Affairs and Communications (OPAC) is the central organization responsible for developing, coordinating, and managing news, information and stories about Yale, as well as for institutional communications strategy (external and internal), reputation management, and crisis communications. OPAC serves as the official voice of Yale University.
We are seeking a high potential individual who can provide assistance with financial operations including procurement, accounts payable and expense management. The candidate will also provide support for event coordination, website maintenance, data management, and proofreading/writing. This position works with limited supervision and the candidate must exercise good judgment, show initiative, and maintain confidentiality while supporting multiple operations, teams, and functions within the office.
1. Monitor and maintain the financial activity of OPAC accounts. Ensure expenditures are posted to proper accounts and projects. Identify, research, and modify expenses as necessary for smooth reconciliation. Monitor office budget and spending; participate in monthly meetings with staff from the business office to implement and improve various administrative and financial processes. Serve as the principal source of information on financial policies, procedures, and reports, and advise staff on any policy changes. Provide training sessions to staff on new university initiatives.
2. Oversee maintenance of account files, ensuring accuracy and completeness. Review payment histories and resolve problem and delinquent accounts with supervisors and business office staff. Complete and reconcile expense reports, invoices, check requests, purchase requisitions and purchase orders. Prepare Workday Invoice Payments, Journal Staging Entries, wire transfers and receipt identification forms.
3. Review outside vendor contracts and set up requests. Compile information needed for purchase orders, and work with the purchasing and procurement departments regarding contracts, policies, procedures and documentation.
4. Provide support to the Poynter Fellowship in Journalism. Assist by arranging travel for visiting fellows, creating itineraries and agendas, attending committee meetings and taking meeting minutes, and sending out the weekly newsletter for upcoming events.
5. Assist with coordinating logistics for conferences, seminars and programs. Create and manage travel itineraries, travel arrangements, accommodations, catering, room reservations, equipment needs, and financial reimbursements, while adhering to university policies.
6. Provide support for departmental, division, or university initiatives, including but not limited to, bimonthly Communications Community meetings and monthly Strategic Communicators meetings. Coordinate logistics, draft communications, administer surveys, and write executive summaries and reports.
7. Provide support to the various functional teams within OPAC. Work with administrative team to streamline systems and establish optimal functionality of processes.
8. Manage processes regarding OPAC interns including hiring, training, supervising, mentoring, and evaluating performance. Draft job descriptions, review and evaluate applications, conduct interviews, facilitate training sessions, approve payroll, and hold regular status meetings to ensure overall quality of experience for the students. Perform all necessary requirements within the Student Employment website.
9. Assist with backup to the Communications Assistant. Provide support for answering phones, greeting visitors, compiling daily media clips, sending press releases, extracting data for media lists, and answering OPAC email inquiries.
10. As requested, attend meetings and draft minutes. Format and edit correspondence and reports that may be highly sensitive and confidential. Perform other duties and responsibilities as necessary to support the mission of OPAC.
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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 interpersonal skills, including sensitivity to the viewpoints of others. Ability to work cooperatively with a wide variety of people to achieve common goals. Self-motivated and able to work independently, and as a team player, with a positive attitude. Understands the need for excellent customer service.
Required Skill/Ability 2:
Excellent oral, written, and editorial skills. Demonstrated ability to ensure that communications are accurate, thorough, and helpful. Writing sample requested at the time of interview. Intermediate proficiency with Microsoft Word and Excel. Ability to utilize online financial systems.
Required Skill/Ability 3:
Excellent organization, accuracy, and attention to detail. Well-developed capacity for problem solving. Demonstrated ability to prioritize tasks, meet deadlines, manage multiple projects simultaneously, and tolerate interruptions. Demonstrated ability to work independently and exercise good judgment. Excellent record of attendance and punctuality.
Required Skill/Ability 4:
Ability to maintain confidentiality. Demonstrated flexibility and agility. Ability to react to new situations appropriately and adapt readily to changing work demands. Ability to balance many projects simultaneously in a high-pressure environment while maintaining professionalism.
Required Skill/Ability 5:
Demonstrated ability to show initiative and to learn new skills. Ability to work occasional early mornings, evenings, weekend, and overtime.
Preferred Education, Experience and Skills:
Prior experience with Workday, Adobe Creative Suite and experience with web editing software.
Drug Screen: No
Health Screening: No
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: email@example.com.