Asset Class Coordinator – Yale Investments Office

01-Apr-2024

Investments Business Office

87462BR

University Job Title

Senior Administrative Assistant (*)

Bargaining Unit

Excluded - Excluded (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

55 Whitney Avenue
New Haven, CT 06510

Position Focus:

Reporting directly to the Head of Business Affairs and Administration, the Asset Class Coordinator is responsible for providing a high level of administrative, operational, and clerical support to the Investments Office. The Asset Class Coordinator will directly support investment teams ranging from 6 to 10 investors, providing the team with central coordination, process and project management, and administrative support in managing external relationships.

The Asset Class Coordinator should have the ability to prioritize work, multitask, and meet deadlines in a team centered, time constrained environment, as well as work closely with professional staff providing support in various areas of calendar management, travel and expense reporting, note-taking, follow-up tracking and other administrative duties. The Asset Class Coordinator may also perform other duties as assigned, including maintaining university and departmental processes and systems, such as Workday financials, guest response tracking, budget monitoring, and event support. Position will be 3-4 days in the office, but can change based on operational needs.

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:

Strong work ethic, ability to work in a team environment. Highly proficient at taking initiative, communicating work plans, prioritizing, and meeting deadlines. Superior organizational skills with the ability to multi task with flawless attention to detail.

Required Skill/Ability 2:

Superior interpersonal skills with the ability to work with a range of diverse individuals. Excels in a fast paced, results – oriented, customer service-focused setting. Ability to exercise good judgement and to maintain strict confidentiality.

Required Skill/Ability 3:

Demonstrated ability to coordinate travel arrangements and schedule meetings and appointments. Orders and maintains inventory of supplies. Performs additional functions incidental to office activities.

Required Skill/Ability 4:

Excellent computer skills in the Microsoft Office Suite: Teams, Word, Excel, Outlook and PowerPoint. Internet navigation skills. Ability and willingness to learn new computer systems and technologies.

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