Position Focus:

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations programs and for organizing and supporting events, programs, initiatives, and other opportunities to strengthen alumni relationships with Yale. The Celebration of Women at Yale 2019-2020 (50WAY150), will be executed as a year-long initiative focusing on sharing and highlighting the history of women at Yale and their entry into Yale College and into the University. The project will underscore the progress of women since coeducation, through a series of conferences, events, and symposia across the campus and around the world. Reporting to the Senior Director for Shared Interest Groups and supporting the 50WAY150 Program Manager, the Senior Administrative Assistant will execute a variety of tasks relating to event logistics, research, and general administration.

• Assist in the support of events and programs related to the year-long celebration, including the closing gala weekend in Fall 2020. Tasks will include registration processing, customer service for attendees by phone and email, financial transactions, and data entry, review, and reconciliation.
• Provide event logistics and on-site support for events on campus and around the U.S., including venue research, reservations, AV (including arrangements for live streaming or webcasting), and event materials (printing, signage, programs, posters, table tents, etc.).
• Support the Celebration Steering Committee and subcommittees, including scheduling meetings, providing onsite logistics and conference call support, and meeting agendas and minutes.
• Coordinate event related travel for staff, speakers, and panelists, including making reservations and processing expenses.
• Support the YAA Program Manager for Special Events in tracking deadlines, calendar reminders, correspondence, and other follow up.
• Provide marketing and social media support, including website content updates and monitoring social media channels.

The following principal responsibilities are generic in nature; applicants will find the information in this Position Focus to be most relevant to the position.

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:

Strong interpersonal skills and ability to work cooperatively with a wide variety of people to achieve common goals. Ability to work independently as well as to collaborate and contribute to team objectives.

Required Skill/Ability 2:

Strong oral and written communications skills and ability to create communications that are thorough, helpful, and reinforce YAA’s mission. Ability to provide excellent customer service via phone, email, and in person.

Required Skill/Ability 3:

Outstanding organizational skills, accuracy, and attention to detail. Ability to meet deadlines, juggle multiple projects simultaneously, and tolerate interruptions. Ability to maintain confidentiality.

Required Skill/Ability 4:

Flexibility and agility in response to new situations and changing work demands. Ability to work in a high-pressure environment while maintaining professionalism. Demonstrated ability to show initiative and to learn new skills.

Required Skill/Ability 5:

Strong computer skills including tools such as Microsoft Outlook, Word, Excel, PowerPoint; comfort level with programs including e-mail, spreadsheets, and word processing and updating websites. Ability to master new IT tools, resources, and databases.

Preferred Education, Experience and Skills:

Knowledge of University’s structure and YAA’s main programs. Experience with alumni affairs or professional volunteer engagement. Familiarity with Yale’s financial systems (Workday) and alumni database (Hopper). Facility with data analysis. Experience with professional social media tools and Prezi, Shindig, Zoom. Familiarity with graphics and design concepts.

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.