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Senior Administrative Assistant
University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Wage Ranges: Click here to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 1 Hillhouse Avenue
New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Secretarial
Total # of Hours to be Works: 37.5
Reporting to the Faculty of Arts and Sciences (FAS) Dean's Office Chief of Staff, this position will have administrative, faculty lifecycle and community affairs responsibilities. The Senior Administrative Assistant will be the primary administrative support to the FAS Dean of Social Science and the FAS Dean of Academic Affairs, including organizing meetings with individual faculty members, groups of department and program chairs, and division- and FAS-wide committees. In addition, this position involves the coordination, production and dissemination of several hundred sensitive letters regarding terms of appointment and leadership to faculty candidates and current faculty members each academic year. This can include any and all of: creating initial drafts; circulating multiple revisions to departments, Deans and senior staff within the FAS Dean's Office and counterparts in the Provost's Office, the Office of Faculty Administrative Services and other key contacts within and beyond the university; tracking the status of required reviews and approvals; sending final drafts to candidates, and maintaining records of all terms in the Porter database and FileNet. Finally, this position contributes to the community engagement and communications efforts of the FAS Dean's Office, including formatting and sending FAS- and university-wide memos and messages in YaleMessage, and assisting with the planning and execution of faculty gatherings such as orientations and trainings, promotion and award celebrations, and departmental reviews.
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.
Required Education and Experience:
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.
Required Skill/Ability 1:
Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook. Demonstrated ability to exercise discretion and maintain strict confidentiality in handling sensitive materials. Ability to represent the FAS Deans Office and the University professionally.
Required Skill/Ability 2:
Excellent organizational skills with strong attention to detail in a busy office. Demonstrated ability to multitask, prioritize tasks, meet deadlines and work effectively with conflicting and competing deadlines and time constraints. Excellent customer service skills.
Required Skill/Ability 3:
Demonstrated ability providing administrative support. Ability to schedule meetings and coordinate the logistics of meetings, events and seminars. Ability to process expense reimbursements and to order supplies. Arrange for events on an as needed basis.
Required Skill/Ability 4:
Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even with conflicting demands. Excellent written and verbal communication skills. History of excellent attendance/punctuality.
Required Skill/Ability 5:
Demonstrated ability to work independently and flexibly as part of a team.
Preferred Education, Experience and Skills:
Drug Screen: No
Health Screening: No
Background Check Requirements:
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
COVID-19 Vaccine Requirement:
Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 website
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
To apply, visit https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25053&siteid=5248&PageType=JobDetails&jobid=1483263
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individuals sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the Universitys Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
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