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: Workday, InDesign. Bachelor's degree. Working knowledge of Yale policies and procedures governing travel; event planning experience. Global orientation; experience working across countries and regions, and fluency in more than one language.
Preferred Education, Experience and Skills: Workday, InDesign. Bachelor's degree. Working knowledge of Yale policies and procedures governing travel; event planning experience. Global orientation; experience working across countries and regions, and fluency in more than one language.
Required Skill/ability 5: Excellent attendance record. Ability to effectively prioritize and accomplish work for several team members and to regularly solve problems, take initiative and anticipate actions needed. Ability to properly use independent judgment. Ability to function effectively as part of a team. Some travel may be possible.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner with people at all levels to assure high levels of customer satisfaction. Ability to represent the School professionally at events which may occur outside normal work schedule and on weekends.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Sr. Administrative Assistant (Executive Programs)
Required Skill/ability 1: Excellent computer skills including well developed knowledge of Windows and Microsoft products: Word, Excel, Outlook and PowerPoint or equivalent. Web maintenance skills. Internet and library navigation skills.
Required Skill/ability 4: Excellent attention to detail and accuracy with a demonstrated ability to concentrate and perform with constant and varied interruptions. Ability to prioritize to meet deadlines and follow schedules; multi-task effectively with a strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines, in an organized manner.
Required Skill/ability 2: Excellent proofreading, editing, and writing skills for drafting material. Ability to function effectively as part of a team. Writing sample required at interview.
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: 52682BR
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.