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: B.A.; experience with Yale University financial and administrative policies, procedures and systems.
Preferred Education, Experience and Skills: B.A.; experience with Yale University financial and administrative policies, procedures and systems.
Required Skill/ability 5: Demonstrated ability to compose, proofread, or edit correspondence, short writings, memos, reports and grant applications. Demonstrated ability to analyze administrative workflows to increase efficiency of operations.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Demonstrated basic to intermediate proficiency in monitoring budgets and interacting with online financial systems such as Oracle and Work Day.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant
Required Skill/ability 1: Demonstrated intermediate to advanced proficiency using word processing and database and spreadsheet applications, such as Microsoft Word, Excel and SharePoint. Intermediate to advanced proficiency in setting up, maintaining and extracting useful reports and data from such applications.
Required Skill/ability 4: Demonstrated ability to work independently and exercise initiative while working collaboratively and without close supervision. Demonstrated ability to handle complex work assignments and solve problems.
Required Skill/ability 2: Demonstrated basic proficiency with using graphic user interfaces for web and social media content management systems, such as Drupal or Wordpress blogs.
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: 57613BR
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.