STARS Requisition number
94192BR
Posting Position Title
Senior Administrative Assistant
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.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Duration Type
Regular
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Senior Administrative Assistant
Worksite Address
82-90 Wall Street
New Haven, CT 06511
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:
37.5
Position Focus:
The Senior Administrative Assistant will report to the Operations Manager for the Faculty of Arts and Sciences (FAS) division of humanities and will provide high-level financial and administrative support to faculty, students, and the department chair of the Ethnicity, Race, and Migration department. The Department is looking for candidates with exceptional administrative and interpersonal skills to foster a friendly, caring, and highly professional departmental environment.
Generate ad hoc financial reports and monitor budgets, ensuring adherence to financial policies and procedures. Process supplier setup requests, invoices, expense reimbursement reports, supplier invoice requests, honoraria, and purchase orders using the Workday financial application system. May support event planning efforts, including but not limited to budgeting, advertising, setup, and arranging travel (both international and domestic), lodging, catering, audiovisual needs, and venue space. Ensure timely review of financial transactions and pending requests, responding to, screening, and resolving or triaging questions regarding financial information. Serve as a principal source of information for students, staff, and faculty on Yale’s policies, procedures, forms, and activities.
Support the Department Chair by coordinating the faculty appointment process, including searches, recruitment, onboarding, promotions, reappointments, and terminations. Manage scheduling and calendar activities. Respond to requests for information and provide assistance via email and phone; order and maintain inventory of supplies; and perform additional functions as needed. Complete special projects as required and undertake other duties incidental to departmental operations to ensure the highest level of financial and administrative support. Maintain flexibility in scheduling, with occasional weekend and evening hours required based on the operational needs of the department, particularly during peak event periods. May perform other duties as assigned.
Preferred Education, Experience and Skills:
Proven experience with Workday and Interfolio. Familiarity with Yale or experience in a university setting. Proven experience working directly with faculty. 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
Ethnicity, Race, and Migration
Time Type
Full time
Required Skill/Ability 1:
Proven experience with processing financial transactions, event planning and working in a fast-paced environment. Ability and willingness to learn new technology and systems. Proven ability with expense report management.
Required Skill/Ability 2:
Demonstrated ability to multitask, be flexible and pivot as needed, prioritize tasks, meet deadlines, and work effectively with conflicting and/or competing deadlines and time constraints. Proven ability to function independently and as part of a team in a fast-paced environment. Excellent follow-up skills.
Required Skill/Ability 3:
Excellent verbal, written, organizational and interpersonal skills; self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.
Required Skill/Ability 4:
Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor. Demonstrated intermediate proficiency with Microsoft Office (Word, Excel, and Outlook).
Required Skill/Ability 5:
Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.
Note
Yale University is a tobacco-free campus
Wage Ranges
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Work Model
Hybrid
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