Senior Administrative Assistant
6 days left
- Full Time
Reporting to the Deputy Dean of GSAS/Dean of Undergraduate Education, two Associate Deans, and one Assistant Dean, with limited supervision and high level of discretion, confidentiality and independent decision-making, the Senior Administrative Assistant provides expert and substantial administrative support for the deans who hold several distinct academic roles. This position is responsible for administering the annual Graduate Program Review (GPR), which involves accurate preparation of very detailed, highly-sensitive information and coordination of several schedules to secure meetings with approximately 50 FAS departments. It is also responsible for coordinating and administering DGS-related material, IvyPlus and international exchange programs, alumni affairs, and special projects managed by the academic deans. This position will cross-train and provide coverage for the other Senior Administrative Assistant and Senior Executive Assistant. At times may provide support to the Dean of the Graduate School in managing complex calendar and travel itineraries. Provides high level support for the associate and assistant deans of the GSAS.
1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.
Required Education and Experience
Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.
Required Skill/Ability 1:
Demonstrated exceptional facility with intermediate to advanced Microsoft Word, Excel, Outlook Suite, Adobe, Box and PowerPoint. Familiarity with Drupal and Yale financial and administrative systems, and project management tools. Demonstrated ability working in large, complex organizations.
Required Skill/Ability 2:
Strong interpersonal skills and demonstrated success with interpersonal relationships in a fast-paced, service-oriented environment. Ability to work independently or in collaboration with others, as needed. Demonstrated ability with policy interpretation and providing guidance to others. Demonstrated ability serving as first point of contact for a program.
Required Skill/Ability 3:
Proven ability to manage multiple, time-sensitive assignments with the capacity to independently prioritize work. Ability to initiate and complete tasks with minimal supervision, despite frequent interruptions. Exceptional administrative skills with strong attention to accuracy, detail, thoroughness and follow-through.
Required Skill/Ability 4:
Ability to anticipate problems that might arise and takes steps to problem solve for resolution. Professional demeanor, strong customer service skills and superior written, verbal and electronic communication skills. Sensitivity to and ability to maintain confidentiality of information and materials.
Required Skill/Ability 5:
Excellent attendance, punctuality and reliability as attested by references.
Preferred Education, Experience and Skills:
Yale Message experience preferred.
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: firstname.lastname@example.org.
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