1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.
Preferred Education, Experience and Skills: Yale Message experience preferred.
Required Skill/ability 5: Excellent attendance, punctuality and reliability as attested by references.
Posting Position Title: Senior Administrative Assistant 2
Required Skill/ability 3: Proven ability to manage multiple, time-sensitive assignments with the capacity to independently prioritize work. Ability to initiate and complete tasks with minimal supervision, despite frequent interruptions. Exceptional administrative skills with strong attention to accuracy, detail, thoroughness and follow-through.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant
Required Skill/ability 1: Demonstrated exceptional facility with intermediate to advanced Microsoft Word, Excel, Outlook Suite, Adobe, Box and PowerPoint. Familiarity with Drupal and Yale financial and administrative systems, and project management tools. Demonstrated ability working in large, complex organizations.
Required Skill/ability 4: Ability to anticipate problems that might arise and takes steps to problem solve for resolution. Professional demeanor, strong customer service skills and superior written, verbal and electronic communication skills. Sensitivity to and ability to maintain confidentiality of information and materials.
Required Skill/ability 2: Strong interpersonal skills and demonstrated success with interpersonal relationships in a fast-paced, service-oriented environment. Ability to work independently or in collaboration with others, as needed. Demonstrated ability with policy interpretation and providing guidance to others. Demonstrated ability serving as first point of contact for a program.
Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.
Internal Number: 63030BR
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.