Senior Administrative Assistant

20-Feb-2024

Yale Poorvu Center for Teaching and Learning - Business Operations and Administration

86561BR

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

Business Operations, 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

120 High Street
New Haven, CT 06511

Position Focus:

Reporting to the Poorvu Center for Teaching and Learning Supervisor, providing detail-oriented and comprehensive high-level administrative support to multiple staff and teams, within the Poorvu Center. Working in a fast-paced and demanding environment, to coordinate a variety of activities with limited supervision. We are looking for a self-motivated, professionally grounded, team player who will take the initiative to actively find results and carry out solutions, that align with our community values, create cohesiveness and realize teams’ goals. Must have proven event coordination skills, ability to prioritize with competing deadlines, problem solve, exercise independent judgment. Responsibilities include but are not limited to: WorkDay financials including inter-departmental billing/journal staging area (JSAs), professional services consultant agreements (PSCAs), expense management, invoices; IT Service Portal; manage calendars, synchronize schedules, serve as the primary contact for invited speakers, fellows and student needs; order supplies, maintain inventory, train students, process and approve timesheets, work autonomously on assigned projects, prepare, and run programs, determine and coordinate logistical needs for all events and meetings; develop and assemble meeting materials, table, room and food set up, secure room reservations across campus, maintain RSVP lists, develop and synchronize itineraries, catering and transportation as necessary. Work with communications team to create and organize creative and easily accessible charts and flyers. Provide support and execute special projects and events independently. Manage calendars. provide cross coverage-backup support to other administrative and program coordinators, while executing other duties as assigned. A one-page writing sample is required, for the first interview.

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 strong interpersonal, relational and customer service skills. Strong verbal and written communication skills. Writing sample requested at the time of interview.

Required Skill/Ability 2:

Proven organizational and high-level administrative skills. Exhibit past experience executing special events for high level staff, attention to detail and accuracy and the ability to follow through tasks to completion in a timely fashion, with little direction.

Required Skill/Ability 3:

Exhibit past experience with departmental billing/journal staging area, professional services consultant agreements; Familiarity with Workday expenses and ordering equipment; Scheduling with iCloud and Outlook calendaring.

Required Skill/Ability 4:

Proficiency with the Microsoft Word and Excel, as well as Google Forms. Ability to manage and update spreadsheet software.  Ability and willingness to learn new technology, processes and systems.

Required Skill/Ability 5:

Demonstrated excellent attendance, punctuality and reliability, as attested by references.

Preferred Education, Experience and Skills:

Experience handling high-level calendaring/scheduling for others. Working knowledge of Yale Financial and Business Systems (Gov Connection, WorkDay, SciQuest, JSAs, PSCAs, Purchase Orders, File Maker Pro, Expense Management]. Data management skills with Advanced Word and an Intermediate level of Excel knowledge. Event coordination and administrative experience within higher education.

Physical Requirements

Ability to move tables, chairs, carry furniture and boxes, put away large supplies, reach, lift, bend, stand for long periods of time and walk long.

Weekend Hours Required?

No

Evening Hours Required?

No

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