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: University Library System
Worksite Address: 120 High Street 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

Position Focus:

Reporting to the Director of Manuscripts and Archives (MSSA), provides high-level administrative support to the director and MSSA staff and serves as a principal source of information regarding administrative policies and procedures of the university.  Monitors and maintains departments’ financial activities using Workday, web-based systems, and local systems.  Receives and processes all payments.  Assigns proper charging instructions. Reviews and verifies all expenses charged to operating funds. Maintains and reconciles monthly statements.  Researches and reconciles errors and follows up with appropriate parties to assure compliance with University and accounting policies and procedures.  Compiles information to assist in preparing and monitoring department’s budgets.  Gathers information, maintains records, and assists with the preparation of financial reports for grants and gifts. Prepares weekly and monthly deposit and sales tax reports, tracks student hours and term staff salaries against budgeted funds, and tracks proposed gifts to ensure their receipt. Creates and maintains databases and compiles statistical data. Manages administrative/clerical work including tracking and ordering office and preservation supplies, monitoring assignment of keys and maintenance of key lock box, organizing events, supporting department’s recruiting efforts.  Maintains staff intranet (ex. Sharepoint, Box) and manages social media accounts and web spaces.  Serves as expert on the University expense management system. Establishes, organizes, and maintains accurate and effective electronic and paper filing systems to support planning and management operations.  Keeps abreast of Library and University policies and procedures, ensures departmental compliance, and recommends program enhancements, consistent with university and library objectives and policies; participates in appropriate Library and University committees. Serves as department’s liaison to Library Business Office, Human Resources, and Building Operations and Security. May coordinate the work of support staff or students and provide assistance to the Public Services Unit.  Performs other related duties as assigned.

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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:

Demonstrated intermediate to advanced proficiency using word processing and database and spreadsheet applications, such as Microsoft Word, Excel and SharePoint. Intermediate to advanced proficiency in setting up, maintaining and extracting useful reports and data from such applications.

Required Skill/Ability 2:

Demonstrated basic proficiency with using graphic user interfaces for web and social media content management systems, such as Drupal or Wordpress blogs.

Required Skill/Ability 3:

Demonstrated basic to intermediate proficiency in monitoring budgets and interacting with online financial systems such as Oracle and Work Day.

Required Skill/Ability 4:

Demonstrated ability to work independently and exercise initiative while working collaboratively and without close supervision. Demonstrated ability to handle complex work assignments and solve problems.

Required Skill/Ability 5:

Demonstrated ability to compose, proofread, or edit correspondence, short writings, memos, reports and grant applications. Demonstrated ability to analyze administrative workflows to increase efficiency of operations.

Preferred Education, Experience and Skills:

B.A.; experience with Yale University financial and administrative policies, procedures and systems.

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.

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.