Senior Administrative Assistant, Events Team

Details

Posted: 04-Apr-24

Location: New Haven, Connecticut

Type: Full-time

Salary: Open

Internal Number: 87343BR

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 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:  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.
Work Week:  Standard (M-F equal number of hours per day)
Posting Position Title:  Senior Administrative Assistant
University Job Title:  Senior Administrative Assistant, Events Team
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.

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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About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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