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: Prior experience with Access and Drupal. Previous experience providing support in an academic unit handling admissions and Faculty Appointments desired. Knowledge of University Policy and Procedure in regards to travel a plus.
Preferred Education, Experience and Skills: Prior experience with Access and Drupal. Previous experience providing support in an academic unit handling admissions and Faculty Appointments desired. Knowledge of University Policy and Procedure in regards to travel a plus.
Required Skill/ability 5: Intermediate to advanced proficiency with Outlook, Excel, Word, PowerPoint and Adobe. Proven ability to manipulate data within spreadsheets, export and share information and create tables as well as mail merge. Ability to process travel and expense reimbursements.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Ability to work independently and to follow a project through to completion. Ability to perform well under pressure and represent the Department of Chemistry in a consistently professional manner.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Academic Support Assistant
Required Skill/ability 1: Well-developed oral and written communication skills. Writing sample will be required at time of the interview. Ability to compose simple to moderately complex correspondence. Ability to self-correct work product. Ability to handle sensitive and confidential subject matter with utmost discretion.
Required Skill/ability 4: Exceptional interpersonal skills. Proven ability to interact with a diverse client base. Proven ability to plan and schedule seminars and meetings. Ability to provide coverage and assistance to other areas based on operational needs.
Required Skill/ability 2: Exceptional organizational and prioritization skills. Well-developed multi-tasking skills. Ability to effectively address multiple projects, often with conflicting deadlines, with a high degree of accuracy.
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: 57895BR
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.