Yale University
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, keyboards, proofreads, 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 Skill/ability 1:
Excellent verbal, written, and interpersonal communication skills with an ability to draft press releases and/or media output as needed for faculty or department. Demonstrated ability to take initiative, follow up on matters in a timely fashion, effectively problem-solve, and exercise independent judgment. Strong analytical and critical thinking skillset. Required Skill/ability 2:
Proven ability to schedule and coordinate logistics for meetings, seminars, and other events, including venue sourcing, selection, appropriate catering, travel, and accommodations. Proven ability to provide on-site event support independently. Required Skill/ability 3:
Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook, and the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as preparing and submitting expense reports, reimbursements, and supplier invoice (check) requests. Required Skill/ability 4:
Excellent organizational skills and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Developed customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team. Required Skill/ability 5:
Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials. Demonstrated history of attendance, punctuality, and reliability.
Preferred Education:
Working knowledge of Drupal, Workday, including running detailed transaction reports, gift reports, and account balance reports. SAP Concur/World Travel, and Canvas software platforms, Pivot tables, V-lookups, data extrapolation. Work Week:
Standard (M-F equal number of hours per day) Posting Position Title:
Senior Administrative Assistant University Job Title:
Senior Administrative Assistant Preferred Education, Experience and Skills:
Working knowledge of Drupal, Workday, including running detailed transaction reports, gift reports, and account balance reports. SAP Concur/World Travel, and Canvas software platforms, Pivot tables, V-lookups, data extrapolation. 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.
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Required Skill/ability 1:
Excellent verbal, written, and interpersonal communication skills with an ability to draft press releases and/or media output as needed for faculty or department. Demonstrated ability to take initiative, follow up on matters in a timely fashion, effectively problem-solve, and exercise independent judgment. Strong analytical and critical thinking skillset. Required Skill/ability 2:
Proven ability to schedule and coordinate logistics for meetings, seminars, and other events, including venue sourcing, selection, appropriate catering, travel, and accommodations. Proven ability to provide on-site event support independently. Required Skill/ability 3:
Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook, and the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as preparing and submitting expense reports, reimbursements, and supplier invoice (check) requests. Required Skill/ability 4:
Excellent organizational skills and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Developed customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team. Required Skill/ability 5:
Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials. Demonstrated history of attendance, punctuality, and reliability.
Preferred Education:
Working knowledge of Drupal, Workday, including running detailed transaction reports, gift reports, and account balance reports. SAP Concur/World Travel, and Canvas software platforms, Pivot tables, V-lookups, data extrapolation. Work Week:
Standard (M-F equal number of hours per day) Posting Position Title:
Senior Administrative Assistant University Job Title:
Senior Administrative Assistant Preferred Education, Experience and Skills:
Working knowledge of Drupal, Workday, including running detailed transaction reports, gift reports, and account balance reports. SAP Concur/World Travel, and Canvas software platforms, Pivot tables, V-lookups, data extrapolation. 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.
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