Senior Administrative Assistant

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Overview

Reporting to an Operations Manager in the Division of Humanities and Social Sciences in the Faculty of Arts & Sciences, the Senior Administrative Assistant- Floater, functions as a central resource and provides essential coverage of day-to-day departmental activities.

Department coverage may include financial and/or administrative support to a department Chair, Director of Undergraduate Studies (DUS), Director of Graduate Studies (DGS), faculty, staff, students, visitors, and the operations managers. Examples of these duties are calendaring, scheduling, front desk coverage, preparing expense reports and financials, processing invoices, preparing correspondence, and meeting materials, ordering supplies, website maintenance, arranging travel, registrar tasks and planning academic and social events among other responsibilities. They may also assist with the faculty appointments, promotions, and search processes.

This position will be responsible for assignments that will be simultaneously requested from multiple departments as needed. The duration and nature of the assignments will be dependent on the operational needs of the departments and in consideration of the specific tasks. The ideal candidate will be a quick learner, have a positive outlook and customer service mindset and be able to be flexible and adapt easily to change in duties, responsibilities, and assignments. Perform other duties as assigned.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event, the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended.

Required Skills and Abilities

1. Demonstrated ability to work independently and flexibly as part of a team. Ability to manage time to be efficient and productive in multiple locations. Excellent verbal, written and interpersonal skills. Ability to be self-motivated, show initiative and follow through.

2. Highly developed and demonstrated customer service skills in a support role. Ability to represent the dean's office, departments, and university professionally. Ability to exercise discretion and maintain confidentiality in handling sensitive information.

3. Demonstrated ability to multitask, prioritize, meet deadlines, and work effectively with competing deadlines. Demonstrated ability to be flexible and adapt and manage change effectively, often with short notice, including demonstrated ability to learn new systems, processes, and software.

4. Demonstrated administrative support skills including but not limited to calendaring and scheduling, ordering supplies, creating meeting materials, arranging travel. Experience in organizing and coordinating events. Proven ability to manage financial transactions, including expense reimbursements. Demonstrated intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

5. Excellent organizational skills, accuracy, and attention to detail. Demonstrated ability to solve problems and anticipate actions as needed even in the face of conflicting demands. Reliable history of excellent attendance and punctuality. Ability to travel between campus offices.

Preferred Skills and Abilities

1. Experience with Workday and knowledge of the university policies and procedures.

2, Website maintenance experience and experience with Yale Message.

3. Prior experience working in an academic setting supporting faculty, students, and staff.

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.

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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.