Senior Administrative Assistant

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!

Overview

The Cowles Foundation for Research in Economics is seeking a senior administrative assistant to join our dynamic team.  Reporting to the Administrative Director of the Cowles Foundation, this position will provide high-level administrative and operational support to the Director of the Cowles Foundation, faculty members of the Economics Department and Cowles Foundation visitors and postdoctoral associates.  This support will include assisting in the coordination of Cowles related seminars, conferences, support for teaching and research and the processing of financial transactions.  Will assist in coordinating the logistics for Cowles events and conferences and be responsible for coordinating a portfolio of Cowles seminars and lunches for programs held on and off campus including preparing itineraries, making travel arrangements, publicity of events, event catering and organizing accommodation and transportation for speakers and collaborators. 

Will serve as a vital team member of the Cowles Foundation staff and perform back-up support and additional duties incidental to the Foundation and at times the economics department activities as necessary to maintain the highest level of support and service to faculty, visitors, and colleagues. Cover letter required.

Required Skills and Abilities
1. Demonstrated high-level of administrative support skills. Demonstrated ability to manage multiple tasks simultaneously and the ability to coordinate travel for others. Proven record of resourcefulness and being a self-starter. Ability to work independently, think strategically and to identify/utilize available resources to complete tasks thoroughly and efficiently.
2. Well-developed problem solving and organizational skills.  Proven ability to exercise good judgement, prioritize and manage competing deadlines in a fast-moving, deadline-driven department while maintaining accuracy, attention to detail and follow through. 
3. Demonstrated proficiency with MS Outlook, Excel and Word and to work with and learn various types of computer software programs.  Technologically savvy with a well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies and procedures.
4. Ability to communicate verbally and in writing in a clear, concise, pleasant, grammatically correct and professional manner. Ability to process expense reports, reimbursements and other financial transactions in accordance with university policy and procedures.
5. A team player that works well with others. Superior interpersonal skills and customer service orientation.  Ability to represent the Foundation well and work collegially with peers and colleagues within and outside the University in a pleasant, efficient and positive manner. Trustworthy in handling sensitive and confidential matters. Excellent attendance, punctuality and reliability as attested by references.

Preferred Skills and Abilities
1. Advanced Technology Skills: High level user of systems such as Workday, MS Office Suite, and other administrative or financial software.
2. Event Planning: Experience in organizing and coordinating events and seminars, including logistics, catering, and travel arrangements.
3. Higher Education Experience: Prior experience working in an academic environment supporting faculty or research staff.
4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements, vendor set ups and invoice payment.
 

Principal Responsibilities

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.

Job Posting Date

Job Category

Bargaining Unit

Compensation Grade

Compensation Grade Profile

Hourly Range

Time Type

Duration Type

Work Model

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 hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 through  their hiring department.

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.