Position Focus:

Reporting to the Head of Administrative Services at the Beinecke Rare Book & Manuscript Library, the Senior Administrative Assistant provides administrative support to Access Services, Facilities, Information Technology, Public Relations, Security, and the Windham Campbell Prize.

Prepares and processes invoices, payments, honoraria, reimbursements, expense reports, supply requests, etc. Assigns proper charging instructions. Manages complex schedules and calendars and makes travel arrangements. Coordinates and schedules candidate interviews including arranging travel, hotels, interview schedules, booking rooms, communications, and candidate reimbursements. Composes original correspondence, proofreads and edits documents, reviews internal and outgoing material for completeness and accuracy. Creates and maintains databases and mailing lists, compiles statistical data. Helps maintain websites, SharePoint sites, social media sites and other online communication platforms for the Department. Prepares agenda/materials for meetings, takes meeting minutes, and prepares reports. Supports recruitment and hiring efforts for the departments. Keeps abreast of Library and University policies and procedures affecting supported departments' business affairs, ensures departmental compliance, and recommends program enhancements in these areas consistent with university and library objectives and policies; participates in appropriate Library and University committees. Assists with Department training and orientation programming and event planning which includes outside speakers and vendors and follow-up processing of payments for services. Maintains departmental calendars. Ensures confidentiality of sensitive information.

Provides assistance and back-up for other Beinecke Senior Administrative Assistants as needed. Performs other related duties as assigned. May work in other locations. May be asked to work occasional evenings and week-ends.

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:

Excellent oral and written communication skills with ability to compose, proofread, or edit correspondence, short writings, memos, reports, etc. with excellent interpersonal skills and demonstrated ability to be a team player.

Required Skill/Ability 2:

Excellent organizational skills, demonstrated ability to multi-task, and attention to detail; ability to handle complex work assignments, prioritize, and solve problems.

Required Skill/Ability 3:

Excellent computer skills for office productivity with proficiency in the use of word processing, database, spreadsheet applications (Word, Excel), and the ability to use web and social media content management systems. Ability to set up, maintain and extract from such applications a variety of useful reports and data.

Required Skill/Ability 4:

Demonstrated ability to work independently, take initiative, and solve problems. Demonstrated professionalism in daily interactions with Library colleagues, faculty, researchers and others outside the University. Excellent attendance, punctuality, and reliability, as attested by references.

Required Skill/Ability 5:

Basic to intermediate proficiency in monitoring budgets, basic accounting functions, and interacting with online financial systems such as Workday.

Preferred Education, Experience and Skills:

Previous experience in a library or museum setting. Experience with Workday. Experience with Drupal.

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.