Senior Administrative Assistant

15-Mar-2024

School of Music - Deputy Dean's Office

86809BR

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

435 College Street
New Haven, CT 06511

Position Focus:

Reporting to the Deputy Dean, this position manages several administrative aspects of academic operations at the School of Music. This role oversees scheduling for the Deputy Dean’s Office, handles confidential correspondence, processes academic-related requests from students, and collaborates with other offices regarding student status changes, student records, and other academic administrative processes. This position manages the onboarding process for fellows, academic teaching assistants, and student ensemble assistants. This role provides administrative support for Artist Diploma and other student travel as assigned. When requested by the Deputy Dean, this position prepares reports on university policies, financial data for reporting units, international engagement, and more. The Deputy Dean may assign additional responsibilities as needed to ensure the efficient operation of the school and its constituent programs.

Directly supports the Deputy Dean with scheduling and confidential correspondences related to academic planning. Maintains all record keeping and processes expense reports for the Deputy Dean’s Office. Manages and coordinates with appropriate offices regarding student short- and long-term leaves of absence, withdrawals, academic warnings and probations, academic integrity cases, and other academic matters. Collaborates closely with the YSM Student Services Office regarding student status changes, student records, and other academic administrative processes. Assists the Deputy Dean with administrative processing of new course proposals and curricular review. Liaises with the Office of International Students and Scholars regarding student status changes for visa processing, CPT and OPT recommendation requests, and visas for appointed fellows. Oversees the hiring and onboarding process for postgraduate fellows, academic teaching assistants, and ensemble student assistants. Supports the Deputy Dean and relevant offices in the editing process for the School of Music Bulletin, the Student Handbook, and other school publications. Provides administrative support for Artist Diploma travel, Belding Fund requests, and other student travel as assigned. Collaborates with other offices on School of Music events as assigned. Upon request, prepares reports pertaining to university policies, financial data of reporting units, international engagement, and more. Other duties as assigned by the Deputy Dean. Note: Occasional weekend or evening hours by prior arrangement. Candidates who submit a cover letter will be given priority consideration.
A writing sample may be requested during the interview process.

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 experience navigating work with a high level of discretion and confidentiality

Required Skill/Ability 2:

Demonstrated proficiency with the Microsoft Office suite.

Required Skill/Ability 3:

Demonstrated skill in written communication, oral communication, and collaboration.

Required Skill/Ability 4:

Demonstrated organizational skills, including the ability to anticipate needs and take independent initiative.

Preferred Education, Experience and Skills:

Bachelor's degree with at least four years of related work experience. Prior experience working with faculty and students in an academic environment preferred. Prior experience with software program Workday an advantage. Demonstrated experience in an administrative support role. Significant experience with music in either a professional or academic setting.

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