Senior Administrative Assistant, Presidential Senior Fellowship Program

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

Yale’s newly established Presidential Senior Fellowship program aims to foster respectful debate and bridge the gap between academia and society. The program will host conversations on the permanent questions of humanistic concern--How to live a good life? How to create a good society? - through podcasts, on campus events and on all the platforms of public conversation.

Reporting to the Operations Manager, and working in a team environment, the Senior Administrative Assistant provides high-level administrative support to Yale’s Presidential Senior Fellow, David Brooks, at the Jackson School of Global Affairs.

Performs all necessary functions for daily operations and programmatic support including scheduling and coordinating meetings and appointments; and making international and domestic travel arrangements. Coordinates and supports various Yale Dialogues events ranging from larger public events to smaller informal discussions. Responsible for wide range of logistical and operational tasks related to planning special events including securing venue, ordering food, arranging catering, assisting with publicity and other logistics. This can include multi-day conferences and workshops.

Manages complex schedule and calendar for Fellow. Coordinates and manages media appearances. Screens invitations and consults about which to accept. Process Fellow’s expense reports and assists with wide array of financial transactions related to the Yale Dialogues and the Fellow’s work including purchases requisitions and supplier invoice requests.

May perform other duties as assigned. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, collaborative environment. Schedule to be determined based on departmental needs. Evening and weekend availability is required.

Required Skills and Abilities
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.

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 and Internet research. Ability to learn new computer systems/programs and adapt quickly and proficiently to new technology including A/V systems, policies and procedures.

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.

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

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.

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.