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.
Preferred Education: Experience arranging travel in a professional capacity. Faculty support experience. Experience processing expense reports and reimbursements.
Preferred Education, Experience and Skills: Experience arranging travel in a professional capacity. Faculty support experience. Experience processing expense reports and reimbursements.
Required Skill/ability 5: Strong computer skills, with intermediate to advanced ability of Word, Excel, PowerPoint and Outlook calendaring. Superior organizational, oral, and written communication skills. Proven ability to multi-task on projects with competing deadlines with attention to detail. Excellent interpersonal skills including customer service focus and a positive attitude.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Ability to correctly and efficiently complete online University forms and entries into University electronic systems including iExpense, SciQuest, etc.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant
Required Skill/ability 1: Demonstrated ability to type, format and proofread a variety of correspondences and reports. Ability to maintain ongoing administrative logs and related materials. Ability to write correspondence for distribution as required, and provide clerical functions such as copying, faxing, filing etc. Demonstrated proficiency in an administrative support role.
Required Skill/ability 4: Demonstrated ability to coordinate activities of regularly scheduled seminars and events, including ability to facilitate room scheduling, catering needs, equipment and handouts.
Required Skill/ability 2: Ability to support faculty and lab staff in the submission of grants, coordinate components to ensure completeness, accuracy and timeliness to deadlines. Proven ability to gather, compile, organize and manipulate data to create reports or summaries. Ability to design and set up spreadsheets and graphics. Ability to create slides or make changes to PowerPoint presentations.
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: 55721BR
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.