University Job Title
Senior Administrative Assistant
L34 - Local 34 (Yale Union Group)
Labor Grade D
165 Whitney Avenue
New Haven, CT 06511
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
Provide high level administrative support for the Yale School of Management’s Office of Career Development (CDO) office. Coordinate Yale SOM employer recruiting logistics for in person and virtual events and interviews; serve as an information resource for all Yale SOM employers, students, and alumni. Serve as liaison among CDO staff in communicating specific student, alumni, and/or employer requests that require a decision from CDO managers or directors. Work closely with the CDO team to manage and update the Recruiting platform software (the CDO Recruiting Systems). Manage logistics and communications for Career Development Office events, including on-campus interviews, corporate presentations, and job treks, etc. Provide high level service and support to recruiters during on-campus visits, including room reservations, facility needs, catering, AV equipment, and laptop provisions. Meet and greet employers upon arrival to the CDO, and oversee student hosts during employer visits. Create marketing materials related to recruiting events as well as welcome packets for each on-campus interviewer (including interview schedules, résumés, and evaluation forms). Ensure set-up of the CDO interviewing suite each morning during recruiting season. Collect business cards from each interviewer and scan contact data for CDO records. Verify and post student and alumni job opportunities submitted to the CDO Recruiting System. Under the direction of a CDO team member, communicate and collaborate with employers regarding job descriptions, ensuring they are appropriate, and offer additional guidance to employers with regard to recruiting options at Yale SOM. Compile and disseminate Yale SOM resume referrals and contact students accordingly as necessary. Provide back-up for other C&T staff, and oversee the distribution of work for temporary staff, as needed. Use the University's electronic systems for expense management, travel booking, and placing orders with vendors. Support CDO team members during evening or weekend recruiting events and travel to Yale SOM recruiting / alumni events, conferences, and other outreach visits, as needed. Serve as an active participant and contributor during CDO operations meetings. Other duties as assigned. The following Principal Responsibilities are generic in nature; the information contained in this Position Focus are most relevant to this position.
- 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.
- Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
- 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.
- 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.
- Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
- 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.
- 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:
Exhibit superior interpersonal communication skills and professional demeanor. Excellent customer service orientation.
Required Skill/Ability 2:
Proficient with MS Office products including Word, Access, Outlook and advanced Excel and PowerPoint.
Required Skill/Ability 3:
Strong attention to detail. Excellent organizational skills. Ability to multi-task.
Required Skill/Ability 4:
Excellent verbal communication ability. Ability to develop credibility quickly with employers and SOM community.
Required Skill/Ability 5:
A team player that works well with other members of the staff. Ability to work successfully in a fast-paced and changing environment. Occasional travel to support events and ability to flex schedule as needed.
Preferred Education, Experience and Skills:
Bachelor’s degree. Experience in MBA career service. Experience with web based systems for virtual recruiting events. Global orientation; experience working across countries and regions, and fluency in more than one language.
Weekend Hours Required?
Evening Hours Required?
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.
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