Senior Admin Asst, Faculty Support

22-Mar-2024

School of Management - Faculty Support

87017BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

165 Whitney Avenue
New Haven, CT 06511

Position Focus:

Provide high-level administrative and operational support to faculty members, including coordination for programs and initiatives, projects, conferences, faculty recruiting, support for teaching and research, copy-editing, and financial transactions. Reports to assigned faculty members and the Associate Director of Faculty Support.
Oversee and coordinate administrative programs and office activities for faculty members. Establish and implement procedures and systems; serve as principal source of information, including policies and procedures. Coordinate logistics for events, conferences, seminars, and programs held on and off campus including site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare materials, required forms, and reimbursements.

With supervisory oversight, schedule and provide peer training for incoming staff. May provide work guidance to team members. Responsible for comprehensive understanding of financial transactions, documentation, processing requirements. May serve as resource on financial processes for department. May perform complex editing, revising, and proofreading including faculty research papers, abstracts, and letters. Confer with authors on content, form, and style. Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process.

Use the University’s electronic systems for expense management, vendor set-up, travel booking and placing product and service orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.

Maintains complex calendars for faculty, scheduling across time zones. Supports coursework for faculty, may include complex core courses. Secure or purchase teaching materials. Obtain copyright permission. May scan course work. Upload materials to learning management system and publish. Assist with classroom exercises and set-up.

Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation.

Search for information and obtain articles on-line and in various libraries Submit research papers on-line. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.

Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters, as requested. Update faculty websites.

Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages. Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems.

As assigned, provide coverage in all faculty support areas and other administrative departments. Perform additional duties incidental to office activities as necessary to maintain highest level of support and service.

The following Essential Duties are generic in nature; the information contained in this Position focus are most relevant to this position. 

Essential Duties

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:

Excellent computer skills including intermediate to advanced skill level with Windows and Microsoft product, i.e., Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.

Required Skill/Ability 2:

Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Cover letters are strongly encouraged. Proven ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Proven ability to represent the school professionally at events. Excellence in customer service.

Required Skill/Ability 3:

Excellent attendance record. Proven ability to function effectively as part of a team to provide support to faculty and Yale SOM departments.

Required Skill/Ability 4:

Proven ability to organize an extremely large amount of information and variety of subject material.

Required Skill/Ability 5:

Proven ability to effectively prioritize and accomplish work for several faculty members and to regularly solve problems, take initiative and anticipate actions needed. Proven ability to properly use independent judgment.

Preferred Education, Experience and Skills:

Bachelor’s degree. Demonstrated experience with event support, administrative support, learning management system, and expense management. Web maintenance skills. Proven ability to provide basic AV support. Demonstrated experience with Yale policies and procedures.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus