STARS Requisition number
94075BR
Posting Position Title
Senior Administrative Assistant, The Yale Review
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.
Duration Type
Regular
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Senior Administrative Assistant
Worksite Address
250 Church Street
New Haven, CT 06510
Work Location
Central Campus
Drug Screen
No
Health Screening
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.
Searchable Job Family
Administration, Secretarial
Total # of hours to be worked:
20
Position Focus:
The Senior Administrative Assistant at The Yale Review will play a crucial role in supporting both the financial operations and administrative functions of the magazine. We are seeking a candidate who is willing to learn about and embrace the mission and work of The Yale Review; this role is crucial to the day-to-day operations of our editorial organization.
The work falls into three primary areas. The senior administrative assistant is responsible for overseeing the smooth functioning of our office, including ordering supplies and keeping track of and proactively handling general office tasks. The senior administrative assistant works closely with editorial and production teams on our financials, sending contracts to and paying writers, managing payments for our consultants and contracted workers, helping us keep up with mailing issues to subscribers, and supporting the faculty editor-in-chief with expenses and scheduling. The financial work will include generating financial reports, processing supplier setup requests, managing invoices, as well as overseeing expense reimbursements, honoraria, and purchasing orders in the Workday financial application system, and working closely with our Operations Manager on internal-facing tasks. The assistant will also play a key role in supporting events, including The Yale Review Festival, helping to manage budgets, logistics, and other event-related tasks.
As part of a small, fast-paced team, the Assistant will need to be adaptable and ready to take on a variety of tasks, including special projects. The ideal candidate will combine excellent organizational, communication, and financial management skills with a passion for supporting the arts and literature. They will possess scheduling flexibility, with the ability to work occasional weekend and evening hours as needed by the department, particularly during peak event periods. This position will report to the Managing Editor and Digital Director.
Preferred Education, Experience and Skills:
Proven experience with Workday, office management, events, social media, or financials management. Familiarity with Yale or experience in a university setting. Proven experience working directly with faculty/students. Demonstrated ability with budget monitoring chart of accounts. Strong knowledge of Yale University's policies and procedures.
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:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).
Compensation Grade
Labor Grade D
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Supervisory Organization
Yale Review
Time Type
Part time
Required Skill/Ability 1:
Demonstrated organizational skills, as well as high-level written and verbal communication skills. Strong attention to detail and follow-through; ability to provide succinct and concise descriptions of tasks to supervisors and peers.
Required Skill/Ability 2:
Ability to self-start and to multi-task effectively within demanding time constraints. Works well under pressure addressing multiple projects, often under conflicting demands and deadlines, with a high degree of accuracy.
Required Skill/Ability 3:
Demonstrated interest in contemporary literature, book publishing, and magazine publishing, and/or demonstrated experience with social media and event planning.
Required Skill/Ability 4:
Demonstrated proficiency with Microsoft Word, Excel, and Outlook, as well as the willingness to learn new technology and systems, such as Airtable and Workday.
Required Skill/Ability 5:
Excellent customer service skills and ability to interact with a diverse population. Excellent attendance record, punctuality, and reliability.
Note
Yale University is a tobacco-free campus
Wage Ranges
Click here to see our Wage Ranges
Work Model
On-site
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