Senior Administrative Assistant, Events Team

03-Apr-2024

Development - Events

87343BR

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

Development, 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

157 Church Street
New Haven, CT 06510

Position Focus:

Reporting to the Associate Director, Events, the Senior Administrative Assistant (SAA) provides a high level of administrative and operational support in a fast-paced environment for the Office of Development’s Marketing & Communications Events team. Working collaboratively as part of a team, the SAA is responsible for maintaining the team’s events calendar and setting up expense summaries; processing expenses, purchasing card charges, and reimbursements; monitoring expenditures and reconciling monthly financial statements; maintaining inventory and ordering of event and office supplies; preparing domestic and international travel arrangements; screening and responding to print and electronic mail; preparing monthly event newsletter; supporting the tracking, compilation, and distribution of event-related metrics and analytics; creating post-event snapshots and surveys; importing event-related data into donor database; and performing other administrative functions as needed in support of the team’s objectives. The SAA creates and maintains tracking systems for following the status of contracts, purchase orders, payments, and monthly usage of online event registrations. Must be facile with learning new skills and technology platforms, and able to work independently with minimal supervision and demonstrate excellent judgement. The SAA may occasionally be asked to work on-site at events, sometimes outside of regular work hours. In all work, the SAA will support the Office of Development’s diversity and inclusion values and commitments.

A cover letter and resume are required with this application. This position is eligible for a hybrid schedule.

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:

Demonstrated strong ability to prioritize work, multi-task and meet deadlines with multiple stakeholders in a time-sensitive environment. Ability to exercise strong independent judgement and demonstrated thoroughness, accuracy, attention to detail, and follow-through in execution of tasks.

Required Skill/Ability 2:

Demonstrated strong verbal and written communication skills, including spelling, grammar, and punctuation. Demonstrated professionalism and ability to maintain strict confidentiality. Demonstrated ability dealing in a sensitive manner with diverse groups of people with matters requiring a high level of discretion and good judgement.

Required Skill/Ability 3:

Excellent demonstrated computer skills, including well-developed knowledge of and proven proficiency in Microsoft Office programs: Word, Excel, Outlook, Teams, PowerPoint. Ability to quickly learn and master new software applications such as expense and travel management programs, email marketing platforms, CRM databases, and online event registration platforms.

Required Skill/Ability 4:

Highly motivated and flexible. Willingness to assist without hesitation. Demonstrated ability to work cooperatively and with a positive attitude with coworkers and supervisor in a complex team environment. Demonstrated ability to take initiative and respond to constructive feedback. Courteous, friendly, professional and demonstrated reliability.

Required Skill/Ability 5:

Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).

Preferred Education, Experience and Skills:

Familiarity with Airtable, Workday, Egencia, e-Ship Global, Qualtrics, CRM databases, EMMA (email marketing platform), FileMaker Pro, Vimeo, Flickr, Cvent, PowerBI. Prior experience coordinating business travel arrangements. Familiarity with Yale or experience in a university setting.

Physical Requirements

Physical Requirements:

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