Senior Administrative Assistant

17-Apr-2024

Library - Administrative Support Team

87516BR

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

Library

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

120 High Street
New Haven, CT 06511

Position Focus:

Reporting to the Supervisor of Administrative Support, the Senior Administrative Assistant provides high-level administrative support and oversees and coordinates administrative, program, and office activities for a variety of departments within the Yale Library. This position will support departments that include but not limited to: Associate University Librarian for Research & Learning, the Music Library, Department of Area Studies Humanities Research Support, the Arts Library, Yale Film Archive & the Divinity Library. Areas of support may be adjusted for operational needs.

Performs various administrative duties, with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential. Must maintain confidentiality.

Composes original correspondence, proofreads and edits documents, reviews outgoing material for completeness and accuracy.

Manages complex schedules and calendars and makes travel arrangements.

Prepares agenda/materials for meetings and may take meeting minutes.

Maintains websites, SharePoint sites, social media sites and other online communication platforms for supported departments.

Creates and maintains databases and mailing lists and compiles statistical data.

Supports recruitment and hiring efforts for the department. Coordinates and schedules candidate interviews including arranging travel, hotels, interview schedules, booking rooms, communications, and candidate reimbursements.

Keeps abreast of Library and University policies and procedures affecting supported departments' business affairs, ensure departmental compliance, and recommend program enhancements in these areas, consistent with university and library objectives and policies; participate in appropriate Library and University committees.

Oversees reservations and schedules of rooms and equipment for supported department.

May coordinate and support large events, and provide basic tech support (e.g., set for presentations, including streaming and video conferencing.

Provides backup support for other Yale Library Sr. Administrative Assistants.

May screen telephone calls, assess priorities for contacting individuals.

May assist with the preparation of materials for supplies, grants, contracts and budgets.

May coordinate the work of support staff and supervise and/or coordinate the work of students and interns.

Performs other related duties as assigned.

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 advanced proficiency in written communication and interpersonal skills in a fast paced service environment, with the ability to deal effectively and tactfully with a diverse population in person, via telephone, email and through correspondence.

Required Skill/Ability 2:

Demonstrated ability to compose, proofread, or edit correspondence, short writings, memos, reports, or grant applications. Demonstrated ability to handle complex work assignments, prioritize, and solve problems. Demonstrated proficiency in managing calendars or coordinating travel.

Required Skill/Ability 3:

Demonstrated proficiency in the use of word processing, presentation, database and spreadsheet applications and using web and social media content management systems. Demonstrated ability to set up, maintain and extract from such applications a variety of useful reports and data.

Preferred Education, Experience and Skills:

Demonstrated strong interpersonal, relational, attention to detail, and customer service skills.

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