Senior Administrative Assistant

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Overview
 

Reporting to the Division Manager of the Master of Science in Nursing (MSN) Program, provide a high level of confidential administrative support for the largest program of the Yale School of Nursing (YSN), which includes eight (8) specialties with our and our residential and hybrid programming. Provide information to faculty, students, and staff on YSN policies and procedures. Compose, format, compile data and prepare drafts of letters, memos, reports, PowerPoint presentations, course documents and other materials. Proofread, edit, and review materials for grammar, accuracy, and completeness. Schedule meetings, conference calls, and appointments as required. Reserve rooms and arrange for AV needs. Coordinate various YSN events, order food, gather material and confirm attendance. Develop and maintain databases to track resources within the School including data entry and management of student exams, course evaluations, and accommodations. Perform web-based searches to gather information as required by the program faculty. Coordinate travel arrangements; maintain records of travel expenditures; process expense reports and other business-related transactions, such as purchase orders.  Independently follow up to ensure all payments are received and are correct. Gather information from multiple sources, compile material in coherent fashion and prepare for presentations and distribution to groups. Provide staff support for one or more YSN committees, including taking and distributing minutes. Perform additional functions incidental to the activities of the academic program. Provide coverage for other administrative support staff, as necessary.

Required Skills and Abilities

1. Demonstrated proficiency in an administrative support role. Demonstrated ability to manage expense reimbursements, and other Workday financial transactions. Intermediate to advanced proficiency Microsoft Word, Excel (including experience with charts, graphs, some formulas), Outlook and basic PowerPoint. Familiarity with database software. ​

2. Ability to prioritize work, handle complex and multiple work assignments. Achieve high quality work outcomes, meet deadlines, and effectively solve problems independently as well as part of a team. Ability to regularly exercise good judgment and initiative on non-routine matters. Ability to be resourceful and proactive.

3. Work experience following precise directions, understanding general policies and procedures, and implementing non-routine instructions.

4. Strong organizational and problem-solving skills with a high level of attention to detail. project and detail work, Strong interpersonal skills, composure, facilitative attitude, helpful and professional. Enjoys working in a team and independently. 

5. Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people and matters requiring a high level of discretion. Excellent attendance and reliability.

Preferred Education, Experience and Skills

1. Proven experience supporting faculty and students in an academic environment.

2. Proven experience with Canvas and eValue.

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.