Senior Administrative Assistant
University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Work Location: Central Campus
Worksite Address: 37 Hillhouse Avenue New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Secretarial
Total # of hours to be worked: 37.5
The Senior Administrative Assistant position reports to the Operations Manager of the Economics Department, providing high level administrative assistance to economics senior faculty, a large population of visiting scholars, and graduate students to advance the mission of the department. The position will be responsible for organizing academic workshops and events, coordinating visiting scholars schedules, processing financial reimbursements, updating the department website, composing correspondence to faculty, visiting scholars, and staff, and maintaining facilities.
Dept/Section URL Click here for more information
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 administrative support to more than one person. Demonstrated ability of multi-tasking skills in a busy office environment. Demonstrated organizational and prioritization skills. Demonstrated ability to work independently and effectively address multiple projects, often with conflicting deadlines, with a high degree of accuracy.
Required Skill/Ability 2:
Demonstrated ability to self-correct work product. Ability to handle sensitive and confidential subject matter with utmost discretion. Ability to work independently and to follow a project through to completion. Ability to work under pressure and within defined deadlines.
Required Skill/Ability 3:
Demonstrated intermediate to advanced proficiency with Outlook, Excel, Word, and cloud-based programs. Proven ability to manipulate and share data within spreadsheets. Proven ability to work with various types of computer software and programs, and proven ability to quickly learn new types of software and programs.
Required Skill/Ability 4:
Strong oral and written communication skills. Proven ability to compose moderately complex correspondence.
Required Skill/Ability 5:
Exceptional interpersonal skills. Proven ability to interact with a diverse group of people. Proven ability to plan and schedule seminars and meetings. Ability to provide coverage and assistance to other areas based upon operational needs of the department.
Preferred Education, Experience and Skills:
Proficiency with Drupal. Experience with Workday financials.
Weekend Hours Required? Occasional
Evening Hours Required? Occasional
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.