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: Competitive candidates will have experience supporting senior-level executives or other key leadership positions, experience hosting VIP guests, and experience managing complex travel itineraries, including international. Experience with content management systems.
Preferred Education, Experience and Skills: Competitive candidates will have experience supporting senior-level executives or other key leadership positions, experience hosting VIP guests, and experience managing complex travel itineraries, including international. Experience with content management systems.
Required Skill/ability 5: Ability to have flexible work hours to accommodate the needs of the department. Ability to thrive in a demanding and fast-paced environment. Excellent attendance, reliability and punctuality, as attested by references.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Strong verbal and written communication skills, with excellent attention to detail. Ability to interact effectively with people at all organizational levels, and to strive to resolve problems and build positive relationships. Ability to handle sensitive matters with discretion, maintaining confidentiality.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant
Required Skill/ability 1: Demonstrated high-level administrative support skills, with strong customer service orientation. Demonstrated ability to manage busy and complex calendars effectively. Ability to manage complex expenditures to align with policies and to enable accurate financial record keeping and reporting.
Required Skill/ability 4: Well-developed computer skills and aptitude, including demonstrated ability to utilize both Mac and PC systems. Intermediate proficiency with Microsoft Word and Outlook, and basic proficiency with Microsoft Excel. Ability to utilize online financial systems. Ability and willingness to learn new technology, systems and processes.
Required Skill/ability 2: Proven record of resourcefulness with the ability to work independently, without continuous direction, and to identify and utilize available resources to complete tasks thoroughly and efficiently. Demonstrated organizational skills and follow-through. Ability to prioritize competing tasks and delegate work appropriately.
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: 57172BR
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.