Sr. Admin Asst Yale College Student Affairs

16-Apr-2024

Yale College: Operations

87620BR

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

Administration

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

55 Whitney Avenue
New Haven, CT 06510

Position Focus:

The Senior Administrative Assistant (SAA) provides support for the Dean of Students, assistant deans, and other student affairs staff. This position focuses on supporting the work of the Executive Committee and Student Organizations, and will also assist with Special Projects within  Student Affairs. The SAA reports to the Yale College Project Manager, who coordinates administrative work across the unit, and may at times provide support to Yale College Operations. The position requires handling of confidential information, balances ongoing workflow with time sensitive and emergent situations, and triages escalation. High-level of knowledge of computer database, survey and messaging systems is preferred. Working collaboratively as part of a team, the SAA works with colleagues in and across the Yale College Dean's Office, other University departments, students, parents, and faculty. The position may supervise student employees. The SAA will perform additional duties incidental to office activities as necessary to maintain the highest level of administrative support.

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:

Attention to detail, excellent editing skills, accurate record-keeping. Ability to work independently and under pressure. Demonstrated excellent judgment when handling problems. Demonstrated ability managing confidential information. Superb interpersonal skills; ability to work with students, faculty, staff and parents in a professional manner.

Required Skill/Ability 2:

Proven ability in an administrative support role. Proven ability to work in a fast-paced, student or customer/client-focused environment and maintain a positive attitude while multi-tasking; ability to manage frequent interruptions and stay focused on core tasks. Ability to work across units and provide support to multiple stakeholders.

Required Skill/Ability 3:

High level of computer skills, including proficiency with CRM, databases, messaging, websites, and survey software. Ability to learn new software applications; prior experience with Maxient and Campus Groups preferred. Excellent written and verbal communication skills to generate messages, announcements, and reports for a variety of audiences.

Required Skill/Ability 4:

Ability to work a schedule that is sometimes outside of typical office hours. Available mid-July to mid-September and for occasional evening or weekend events during the year. Interest in and ability to take on new assignments as office needs shift and new initiatives and programs are developed, tested and implemented.

Required Skill/Ability 5:

Appreciation for the work of the Student Affairs office and a commitment to getting assigned tasks completed in a professional, efficient and highly-collaborative manner. A strong commitment to being part of and contributing to an inclusive, respectful climate.

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