Senior Administrative Assistant- YLS Faculty Support

Yale Cancer Center; New Haven (CT); Hybrid; USD 36,175 - 51,522; Part time

Job summary

Yale Law School in New Haven seeks a part-time Senior Administrative Assistant to provide high-level administrative support to faculty, manage calendars, prepare materials, and coordinate travel and events.

Role requires strong MS Office skills, proofreading, and research abilities; hybrid work arrangement with occasional evenings or weekends may be required.

Qualifications

• Advanced MS Word, Excel, PowerPoint, and Outlook; familiarity with Box/Dropbox and Adobe tools.
• Excellent spelling, grammar, editing and proofreading skills.
• Ability to coordinate complex travel arrangements and reimbursements.
• Extremely organized; adaptable to shifting priorities; maintain confidentiality.
• Basic online research and library resource skills.

Responsibilities

• Oversees administrative and office activities; establishes procedures and serves as information source for staff and faculty.
• Supervises support staff; coordinates materials for grants, contracts and budgets; monitors expenditures.
• Provides editorial support for journals; proofs and tracks copy through production stages.
• Arranges symposiums, lectures, seminars; compiles data and writes portions of reports.
• Greets visitors; screens calls; handles mail and inquiries.
• Formats and edits correspondence and reports; assembles attachments and ensures complete, signed documents.
• Coordinates travel arrangements and schedules meetings; orders supplies; takes minutes.

Skills

MS Word

Excel

PowerPoint

Outlook

Editing

Travel arrangements

Confidentiality

Research

Education

Bachelor's degree

High school diploma

Tools

LexisNexis

Westlaw

Google Scholar

Canvas

Workday

Website CMS

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Salary Range $31.83

Job Requisition ID 135581WD

Location 127 Wall Street, New Haven, Connecticut

Overview

Provides a high level of administrative support to Yale Law School faculty. This includes written correspondence, editing and proofreading documents including the course syllabus, assembling and posting course materials, ordering books, processing expense reimbursements, making dining arrangements and complex travel arrangements for faculty and visitors. Strong communication, research, and technical skills are required. The Senior Administrative Assistant will research and coordinate students and speakers for courses as well as coordination of library needs. Research and organize readings, musical selections, and graphics (posters/advertisements) for speakers and/or seminars. The Senior Administrative Assistant will work with Research Assistants, maintains faculty calendar, assists with scheduling, makes reservations, maintains faculty office (books, files, arrange cleaning), finds workshops, assists with social media and media requests for faculty, and maintains websites and various complicated databases. Processes, reviews, and mails clerkship letters and other recommendation letters for students on behalf of faculty. Other duties as assigned.

This is a 20-hour position; it is in a hybrid capacity at the manager's discretion and based on departmental needs. Occasional night and/or weekend work.

Required Skills and Abilities

• Advanced ability with MS Word, Excel, PowerPoint, and Outlook scheduling; format material in various ways; excellent keyboarding skills; familiarity with cloud-based electronic file storage and shared files such as Box, Dropbox; familiarity and ability to manipulate Adobe products.
• Excellent spelling, grammar, editing and proofreading skills.
• Demonstrated ability to make complex travel arrangements and gather information on various options/prices; proven ability to process expense reimbursements.
• Ability to be extremely well organized; ability to adapt to shifting priorities; strong communication skills – both written and verbal; ability to maintain confidentiality.
• Basic online research skills and ability; proven ability utilizing library resources for research purposes.

Preferred Skills and Abilities

• Bachelor's Degree; experience with Lexis/Nexis, Westlaw.
• Knowledge of legal terminology; experience using Google Scholar.
• Experience in a faculty support role with multiple supervisors.
• Canvas experience; Workday experience.
• Experience making web updates and manipulating website content.

Principal Responsibilities

• 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.
• Oversees, instructs, and coordinates activities of support staff; oversees the preparation of materials for grants, contracts and budgets; monitors expenditures and reconciles financial statements.
• 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.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assembles and arranges necessary items; determines sources of data; compiles, synthesizes and manipulates data; summarizes findings and writes reports or portions of reports.
• Greets visitors; answers and screens telephone calls; assesses nature of business; responds to requests for information and provides assistance; screens and responds to mail.
• Formats, keys, proofreads, 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.
• 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.

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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 position. Employees will be assigned specific job‑related duties throughout their hiring department. University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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.