Senior Executive Assistant, Office of the Provost
With limited direct supervision and a high level of independence, discretion and confidentiality, the Senior Executive Assistant will plan, direct and manage the high volume of administrative and operational functions in a fast-paced and deadline-oriented office. The position will support the Vice Provost and Associate Provost for Faculty Development and Diversity based on a thorough knowledge of their responsibilities and objectives. Responsible for tracking and reporting faculty search questionnaires including coordination with the Office of Institutional Equity and Access. Primary contact and subject matter expert for the Interfolio system used for faculty searches and tenure/promotion review. Manage membership in and meetings of SAAC committees, track upcoming tenure/promotion cases, and conduct thorough and accurate initial review of case materials in Interfolio. Arrange and schedule two separate new faculty orientation programs and various faculty interest group meetings. Manage communication including ad hoc announcements and web site updates. Research and prepare relevant background information for them. Strategically manage calendars, deadlines and schedules for the provosts. Determine appropriate scheduling priorities and screen matters to be brought to their attention. Serve as the primary liaison for the provosts in contact with other Yale schools, departments, offices, faculty, staff, students, and with other universities and organizations. Recommend and assist in implementing new procedures to improve efficiency of operations. Work in close coordination with other administrative support in the Office of the Provost to maintain seamless and professional day to day operation of the provost’s organization. The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.
- Prepares and manages a high volume of correspondence, reports and documents.
- Manages and assigns work on behalf of University Officer or other such leader, such a Dean and other professional staff in the Officer’s office. Serves as office manager, oversees and coordinates all clerical and facilities needs.
- Screens, directs and responds to all inquiries or correspondence by obtaining and furnishing information.
- Provides appropriate information when necessary during periods of Officer or Senior Leader unavailability.
- Oversees the organization and coordination of meetings, conferences, events, travel, etc.
- Manages and monitors technology needs, conducts inventory and assesses system requirements.
- Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions.
- Serves as primary contact between the Officer or Senior Leader and other offices and staff and faculty.
- Implements and maintains complex office systems.
- Manages complex schedule and calendar for Officer or Senior Leader and the office.
- Arranges and prepares agenda / materials for meetings, conferences, events, etc.
- Prepares and collects documents and materials for meetings.
- Interacts with staff at all organizational levels to gather information and/or provide requested information.
- Oversees on boarding activities for new staff members. Supports recruiting and other related efforts.
- May perform other duties as assigned.
Required Education and Experience
Bachelor’s degree in business administration or a related field and a minimum of five years of related experience including two years of demonstrated leadership, project or process management and/or supervisory experience; or an equivalent combination of education and experience.
Required Skill/Ability 1:
Demonstrated ability and flexibility, in a fast paced and complex environment, to manage multiple, time sensitive and/or confidential assignments with the capacity to independently prioritize work with strong attention to detail. Proven ability to accomplish projects and assignments with strict deadlines.
Required Skill/Ability 2:
Proven ability with logistics and travel coordination. Demonstrated skills with organizing files, correspondence and documents and ability to recommend and implement systems to enhance related systems and technology.
Required Skill/Ability 3:
Superior interpersonal skills and ability to interact with University leaders, faculty, staff, students, alumni and dignitaries with a highly professional demeanor and strong customer service skills. Exceptional written, oral and electronic communication skills.
Required Skill/Ability 4:
Demonstrated computer skills and experience with Microsoft Office suite. Experience with other systems and technology to improve administrative efficiency. Ability to learn new computer skills and systems.
Required Skill/Ability 5:
Demonstrated ability to collaborate effectively. Desire and aptitude for learning new concepts and skills.
Preferred Education, Experience and Skills:
Experience in senior-level and fast-paced academic administration or comparable executive setting. Experience working at Yale, specifically in an academic department or working with faculty members. Experience with complex calendaring for executives or faculty.
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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