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: Working knowledge of Drupal. Experience with faculty searches, appointments and promotions including Interfolio. Experience with Workday HCM, Finances, Procurement, university academic and financial policies, event planning/coordination, IT Service Portal and Egencia.
Preferred Education, Experience and Skills: Working knowledge of Drupal. Experience with faculty searches, appointments and promotions including Interfolio. Experience with Workday HCM, Finances, Procurement, university academic and financial policies, event planning/coordination, IT Service Portal and Egencia.
Required Skill/ability 5: Excellent attendance record, punctuality and reliability. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, as well as the ability and willingness to learn new technology and systems.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Chair's Assistant
Required Skill/ability 1: Excellent verbal, written and interpersonal communication skills. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.
Required Skill/ability 4: Excellent organizational skills, and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Excellent customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team.
Required Skill/ability 2: Demonstrated ability providing administrative support to faculty and/or academic departments. Proven ability to schedule and coordinate logistics for meetings, events and seminars including venue selection and setup, catering, travel and accommodations. Demonstrated ability with financial transactions, such as processing expense reimbursements and invoices.
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: 62329BR
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.