Yale University Senior Administrative Assistant (*) in New Haven, Connecticut
Position Focus: The Sr. Administrative Assistant/Event Coordinator is responsible for a wide range of logistical and operational tasks for the Investments Office.
Principal Responsibilities: 1. Reports directly to the Executive Assistant providing a high level of administrative, operational and clerical support. 2. Manage, coordinate, and oversee event-related logistics for a variety of events, with the ability to work evening and weekend hours as required. 3. Ability to prioritize work, multi task and meet deadlines in a team centered, time constrained environment. 4. Work closely with professional staff providing support in various areas of scheduling, calendars, travel and expense reporting. 5. Maintain university and departmental processes and systems, such as Workday financials, guest response tracking, and budget monitoring. 6. May perform other duties as assigned.
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: Excellent written and oral communication skills, well developed organizational, analytical, and interpersonal skills. Strong attention to detail.
Required Skill/Ability 2: Highly developed and demonstrated customer service skills, a positive attitude, outstanding professional judgment, and the ability to handle sensitive information in a confidential manner. Demonstrated ability to use good judgment, tact, and diplomacy, particularly in handling internal and external interactions on behalf of the Office.
Required Skill/Ability 3: Strong computer skills and proficiency in Microsoft Office. Willingness and ability to learn new computer systems and databases.
Required Skill/Ability 4: Demonstrated ability to work effectively both independently as an individual contributor, and as a member of a team.
Preferred Education, Experience and Skills: Knowledge of database management systems and tools. Six years of work experience and a Bachelor’s degree.
Weekend Hours Required? Occasional
Evening Hours Required? Occasional
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: firstname.lastname@example.org.
Note Yale University is a tobacco-free campus
Original Posting Date: 02-Mar-2018
Supervisory Organization: Investments Business Office
STARS Requisition number: 48347BR
University Job Title: Senior Administrative Assistant (*)
Posting Position Title: Sr. Administrative Assistant/Event Coordinator
Bargaining Unit: Excluded - Excluded (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Work Location: Central Campus
Worksite Address: 55 Whitney Avenue New Haven, CT 06510
Work Week: Standard (M-F equal number of hours per day)
Total # of hours to be worked: 37.5