Senior Administrative Assistant (94889BR)

Yale University; New Haven (CT); On-site; USD 55,000 - 75,000; Full time

Job summary

Yale University is seeking a Senior Administrative Assistant to provide high-level administrative support for the Jackson School of Global Affairs. The role involves coordinating meetings, managing travel arrangements, and assisting in various financial transactions. Candidates should possess strong organization and multi-tasking abilities, alongside excellent customer service skills, ideally with prior experience in an academic or administrative setting.

Qualifications

• Six years of related work experience.
• Excellent computer skills including Microsoft products.
• Demonstrated ability to provide high-level customer service.

Responsibilities

• Provides high-level administrative support to faculty, students, and programs.
• Coordinates meetings, travel, and events.
• Prepares and processes financial transactions.

Skills

Multi-tasking

Organization

Customer service skills

Education

Bachelor's degree

Associate's degree

High school diploma

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

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Work Week

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

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

55 Hillhouse Avenue

New Haven, CT 06511

Work Model

On-site

Position Focus

The Yale Jackson School of Global Affairs opened in July 2022 and is the first professional school that has been established at Yale since 1976. The Jackson School of Global Affairs offers interdisciplinary academic programs that inspire and prepare Yale students for global leadership and service. Reporting to the Operations Manager, and working in a team environment, the Senior Administrative Assistant provides high-level administrative support to Yale Jackson School faculty, students, and programs.

Performs all necessary functions for daily operations and programmatic support including scheduling and coordinating meetings and appointments; making international and domestic travel arrangements; coordinating and supporting events including securing venue, ordering food, arranging catering and other logistics. This can include multi-day conferences and workshops. Provides high-level administrative services assisting faculty members in all areas including teaching and research, editing, and support for financial transactions. Scans coursework and other documents. Downloads and uploads course-related information for the web for faculty course work and research.

Secures/purchases teaching material and obtain copyright permissions from publishers. Posts course material to web-based learning management system. Provides teaching and administrative class needs, and classroom AV technology. Assists new faculty with office set up and orientation process. This role is part of the School’s Business Office and prepares and processes financial transactions such as purchase requisitions, supplier invoice requests, expense reports and invoices. Serves as the first point of contact for faculty, students, staff and visitors. Sorts and distributes mail and processes outgoing mail. Serves as back-up for facilities requests. May perform other duties as assigned.

Essential Duties

• 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

Demonstrated ability to multi-task and prioritize a variety of complex tasks. Demonstrated ability to remain highly organized and focused with frequent interruptions. Demonstrated ability to meet strict deadlines with accuracy and attention to detail.

Required Skill/Ability 2

Excellent computer skills incl. well-developed knowledge of Windows/Microsoft products: Word,Excel, Outlook, Outlook, and PowerPoint or equivalent. Web maintenance skills. Ability to perform library/Internet research. Ability to learn new computer systems/programs and adapt quickly and proficiently to new technology: A/V systems, policies and procedures.

Required Skill/Ability 3

Demonstrated ability to provide a high level of customer service/interpersonal skills both in person, phone and written communications. Excellent verbal and written communication skills. Ability to maintain confidentiality and discretion.

Required Skill/Ability 4

Demonstrated administrative support skills. Highly motivated, creative and flexible with a positive, can-do attitude. Team player willing to assist without hesitation.

Required Skill/Ability 5

Ability to work independently and exercise sound judgment. Ability to prioritize and solve problems. Strong attention to accuracy and detail. Demonstrated ability to take initiative and anticipate actions needed.

Preferred Education, Experience And Skills

Demonstrated experience with Expense Management, SciQuest, and Workday. Demonstrated experience in an academic or research environment.

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. 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.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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