1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned.
Preferred Education: Experience with postdoctoral appointments. Knowledge and experience working with Yale's systems, including Workday and OISS. Experience with Google Calendar.
Preferred Education, Experience and Skills: Experience with postdoctoral appointments. Knowledge and experience working with Yale's systems, including Workday and OISS. Experience with Google Calendar.
Required Skill/ability 5: Proven ability to manage simple budgets.
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: Well-developed computer skills and aptitude, demonstrated ability to utilize Mac and PC systems. Excellent proficiency with MS Word, Outlook, Excel, PowerPoint and cloud-based applications. Ability to utilize online financial systems and maintain web page. Ability and willingness to learn new technology, systems and processes.
Required Skill/ability 4: Proven ability to support event planning and execution. Capability in setting up meetings that require basic tech set up: A/V, recording, distance participation. Highly proficient in value-added scheduling and time management (i.e. ensuring goals and context are available for all meeting attendees, bundling geo-proximate appointments).
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: 57640BR
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.