Senior Administrative Assistant (94465BR)

Yale University; New Haven (CT); Hybrid; USD 50,000 - 65,000; Full time

Job summary

A leading university in New Haven is seeking a Senior Administrative Assistant to support the Economics Department. This role involves high-level administrative tasks, including organizing events, managing schedules, and providing support to faculty and students. The ideal candidate will have strong organizational skills, the ability to multitask, and proficiency in office software. This position offers a hybrid work model, allowing flexibility while contributing to academic excellence.

Qualifications

• Six years of related work experience required.
• Ability to provide administrative support to multiple individuals.
• Demonstrated proficiency with various computer software.

Responsibilities

• Organizes academic workshops and events for the department.
• Coordinates schedules for visiting scholars and faculty.
• Processes financial reimbursements and maintains facilities.

Skills

Organizational Skills

Communication

Interpersonal Skills

Multi-tasking

Confidentiality

Education

Bachelor's Degree

Associate's Degree

High School Diploma

Tools

Outlook

Excel

Word

Job description

Standard (M-F equal number of hours per day)

Work Location

Central Campus

28 Hillhouse Avenue
New Haven, CT 06511

Work Model

Hybrid

Position Focus:

The Senior Administrative Assistant position reports to the Operations Manager of the Economics Department, providing high level administrative assistance to economics senior faculty, alarge population of visiting scholars, and graduate students to advance the mission of thedepartment. The position will be responsible for organizing academic workshops and events,coordinating visiting scholars schedules, processing financial reimbursements, updating thedepartment website, composing correspondence to faculty, visiting scholars, and staff, and maintaining facilities.

Dept/Section URL

https://economics.yale.edu/

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:

Proven ability to provide administrative support to more than one person. Demonstrated ability of multi-tasking skills in a busy office environment. Demonstrated organizational and prioritization skills. Demonstrated ability to work independently and effectively address multiple projects, often with conflicting deadlines, with a high degree of accuracy.

Required Skill/Ability 2:

Demonstrated ability to self-correct work product. Ability to handle sensitive and confidential subject matter with utmost discretion. Ability to work independently and to follow a project through to completion. Ability to work under pressure and within defined deadlines.

Required Skill/Ability 3:

Demonstrated intermediate to advanced proficiency with Outlook, Excel, Word, and cloud- based programs. Proven ability to manipulate and share data within spreadsheets. Proven ability to work with various types of computer software and programs, and proven ability to quickly learn new types of software and programs.

Required Skill/Ability 4:

Strong oral and written communication skills. Proven ability to compose moderately complex correspondence.

Required Skill/Ability 5:

Exceptional interpersonal skills. Proven ability to interact with a diverse group of people. Proven ability to plan and schedule seminars and meetings. Ability to provide coverage and assistance to other areas based upon operational needs of the department.

Occasional

Occasional

Drug Screen

No

Health Screening

No

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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

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.

EEO Statement:

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

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