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Senior Administrative Assistant
Yale University
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Senior Administrative Assistant
Yale University
| 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 Skill/ability 1: Proven experience with processing financial transactions, event planning and working in a fast-paced environment. Ability and willingness to learn new technology and systems. Proven ability with expense report management. Required Skill/ability 2: Demonstrated ability to multitask, be flexible and pivot as needed, prioritize tasks, meet deadlines, and work effectively with conflicting and/or competing deadlines and time constraints. Proven ability to function independently and as part of a team in a fast-paced environment. Excellent follow-up skills. Required Skill/ability 3: Excellent verbal, written, organizational and interpersonal skills; self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials. Required Skill/ability 4: Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor. Demonstrated intermediate proficiency with Microsoft Office (Word, Excel, and Outlook). Required Skill/ability 5: Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction. Preferred Education: Proven experience with Workday and Interfolio. Familiarity with Yale or experience in a university setting. Proven experience working directly with faculty. Demonstrated ability with budget monitoring chart of accounts. Strong knowledge of Yale University's policies and procedures. Work Week: Standard (M-F equal number of hours per day) Posting Position Title: Senior Administrative Assistant University Job Title: Senior Administrative Assistant Preferred Education, Experience and Skills: Proven experience with Workday and Interfolio. Familiarity with Yale or experience in a university setting. Proven experience working directly with faculty. Demonstrated ability with budget monitoring chart of accounts. Strong knowledge of Yale University's policies and procedures.
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| 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. |
Internal Number: 94192BR
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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