Senior Administrative Assistant, ICF

11-Apr-2024

School of Management - ICF

87520BR

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

165 Whitney Avenue
New Haven, CT 06511

Position Focus:

Provides high-level administrative services for the International Center for Finance (ICF) at Yale School of Management. Under the supervision of ICF Director, assists ICF faculty members and ICF staff in all areas including teaching and research, editing, and support for financial transactions. 

•    Maintain complex calendar for the Faculty Director of the ICF and faculty team. Schedule and coordinate meetings and appointments. Coordinate and synchronize electronic calendar for faculty.
•    Manage Faculty Director’s extensive travel and speaking schedule which involves arranging complex out of state and foreign travel up to several times per month. Coordinate the logistics of reimbursement from multiple sources.
•    Assist in the coordination of logistics for conferences, seminars, and programs held on and off campus. Under the direction of the ICF Director, assist with itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare required forms and reimbursements.
•    Interact with ICF Advisory Board members, alumni, and donors, to coordinate visits and maintain records.
•    Use the university’s electronic systems for expense management, complex international travel booking and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.
•    Format, prepare, edit, and proofread a variety of material. Research and fact check cases and current events. Proofread and edit material for grammatical and factual accuracy, work with co-authors and editors to coordinate printing deadlines. Research and draft articles. Assemble attachments and review outgoing material for completeness.
•    Scan course work and other documents. May assist with classroom exercises and set-up. Download and upload course related information for the web for faculty course work and research.  Secure/purchase teaching material and obtain copyright permissions from publishers. Post course material to learning management system.
•    Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation.
•    Search for information on-line and in various libraries (ORBIS, Blue Book Citation, download articles). Submit research papers on-line.
•    Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.
•    Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters, as requested.
•    Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems.
•    Order supplies, equipment, stationery, and business cards.
•    Prepare/drop off outgoing mail and packages at mailroom and pick up, sort, and distribute incoming mail.
•    Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.

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:

Intermediate to advanced computer skills including Windows and Microsoft products: Word, Excel, Outlook, Outlook Calendar, and PowerPoint or equivalent. Demonstrated ability to perform library and Internet research.

Required Skill/Ability 2:

Excellent proofreading, editing, and writing skills for drafting material. Cover letters are strongly encouraged. Writing sample required at interview. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to represent school professionally at events. 

Required Skill/Ability 3:

Superb organizational skills. Ability to organize an extremely large amount of information and variety of subject material. Ability to function effectively as part of a team.

Required Skill/Ability 4:

Excellent attention to detail and accuracy with a demonstrated ability to concentrate and perform with constant and varied interruptions. Ability to prioritize to meet deadlines and follow schedules, multi-task effectively with a strong attention to accuracy, detail, and thoroughness.

Required Skill/Ability 5:

Proven excellent attendance record. Ability to properly use independent judgment. Ability to effectively prioritize and accomplish work as directed by others, and to regularly solve problems, take initiative and anticipate actions needed. Work with conflicting demands and deadlines.

Preferred Education, Experience and Skills:

Working knowledge of Yale policies and procedures and experience with event support. Experience with electronic learning management system. Bachelor degree. Prior administrative support experience. Web maintenance skills.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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