Senior Administrative Assistant

at  Yale University

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 demonstrated experience and education.

REQUIRED SKILL/ABILITY 1:

Prior proficiency in an administrative support role. Ability to act independently. Ability to multi-task, take high level of initiative and identify and resolve problems as a member of the team. Demonstrated ability to manage competing priorities with self-motivation and sound judgment.

REQUIRED SKILL/ABILITY 2:

Self-directed, able to take initiative and problem solve. Strong organizational skills with attention to detail and the ability to effectively meet deadlines. Ability to be flexible with change.

REQUIRED SKILL/ABILITY 3:

Intermediate to advanced Microsoft Office computer skills including Word, Excel, and PowerPoint. Strong proficiency with databases. Ability to handle expense reimbursements. Ability to manipulate data and run reports. Ability to synthesize data into written materials for internal and external purposes.

REQUIRED SKILL/ABILITY 4:

Superior interpersonal skills to interact effectively with students, faculty, and staff.

REQUIRED SKILL/ABILITY 5:

Excellent writing and editing skills. Candidates are strongly encouraged to include a cover letter.

PREFERRED EDUCATION, EXPERIENCE AND SKILLS:

Bachelor’s Degree. Experience with a learning management system. Proven experience with medical education.

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. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

POSTING DISCLAIMER

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.

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.