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 experience and education.

REQUIRED SKILL/ABILITY 1:

Intermediate ability with MS Word, Excel, PowerPoint and Outlook scheduling. Familiarity formatting material in various ways. Excellent keyboarding skills. Familiarity with cloud based, extensive electronic file storage and shared files, such as: Box, Drop Box. Familiarity with and ability to manipulate Adobe products.

REQUIRED SKILL/ABILITY 2:

Excellent spelling, grammar, editing and proofreading skills.

REQUIRED SKILL/ABILITY 3:

Demonstrated ability making complex travel arrangements and gathering information on various options/prices. Proven abilities processing expense reimbursements.

REQUIRED SKILL/ABILITY 4:

Ability to be extremely well organized. Ability to adapt to shifting priorities. Strong communication skills - both written and verbal. Ability to maintain confidentiality.

REQUIRED SKILL/ABILITY 5:

Basic online research skills and ability. Proven ability utilizing library resources for research purposes.

PREFERRED EDUCATION, EXPERIENCE AND SKILLS:

Bachelor’s Degree. Experience with Lexis/Nexis, Westlaw. Knowledge of Legal terminology. Experience using Google Scholar. Experience in a faculty support role with multiple supervisors. Workday experience. Canvas experience. Experience making web updates and manipulating website content.

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.