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STARS Requisition number

87029BR

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.

Duration Type

Regular

Work Week

Standard (M-F equal number of hours per day)

University Job Title

Senior Administrative Assistant

Worksite Address

433 Temple 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

External Gateway Posting Date

22-Mar-2024

Total # of hours to be worked:

37.5

Position Focus:

The Senior Administrative Assistant/Office Manager role is responsible for providing high-level administrative support to Yale Ventures and managing daily office operations independently. This includes managing executive calendars, scheduling meetings, and coordinating travel arrangements, as well as overseeing general office management duties such as procurement, office supplies, and general office needs oversite. Anticipating and prioritizing tasks autonomously is crucial in this role to ensure efficient operation of the office. In addition to these responsibilities, the Senior Administrative Assistant will also handle financial support tasks including invoicing, managing subscriptions, processing purchase orders (POs), setting up suppliers, handling supplies orders, expense reports, and acting as a $1k approver. Administrative support tasks such as managing travel arrangements, scheduling meetings, and handling general administrative tasks are also part of the role.

Additionally, the Senior Administrative Assistant/Office Manager will coordinate internal group meeting meal orders, schedule conference rooms, and manage other logistics related to internal group meetings. Furthermore, this position includes general office administration duties for the the shared office space, such as managing parking arrangements, liaising with landlords, overseeing office supplies and kitchen supplies, and handling mail distribution.

The ideal candidate for this position will possess strong organizational skills, attention to detail, and the ability to multitask effectively in a fast-paced environment. Proficiency in financial tasks, administrative support, and general office management is essential, along with excellent communication skills and the ability to work independently and on a team with minimal supervision.

Preferred Education, Experience and Skills:

Advanced skills in the Microsoft Office Suite of products and ability to learn other computer systems. Advanced skills in WorkDay and other standard university programs.

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).

Compensation Grade

Labor Grade D

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Supervisory Organization

Yale Ventures - F&A Admin

Time Type

Full time

Required Skill/Ability 1:

Demonstrated ability to coordinate travel arrangements. Demonstrated ability to manage calendars and schedule meetings. Outstanding interpersonal and customer service skills. Excellent written and verbal communication skills. Ability to effectively interact with multiple levels of an organization and understand complex subject matter.

Required Skill/Ability 2:

Strong leadership skills with the ability to ensure program, projects, and assignments are fully completed in a timely manner. Ability to make independent and informed decisions, take initiative, follow-through, and to work independently as part of a team.

Required Skill/Ability 3:

Ability to assess issues, troubleshoot, and make knowledgeable judgment calls. Ability to provide recommendations to improve department processes and procedures. Demonstrated flexibility, with the willingness and ability to learn and be receptive to different learning and coaching styles.

Required Skill/Ability 4:

Demonstrated ability of multi-tasking with strong organizational and prioritization skills, working in a busy environment with frequent interruptions. Ability to meet multiple competing deadlines. Proven ability to support event planning and execution.

Required Skill/Ability 5:

Excellent people skills and ability to interact with a diverse population. Strong oral and written communications skills. Strong organizational skills and attention to detail.

Note

Yale University is a tobacco-free campus

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

Wage Ranges

Click here to see our Wage Ranges

Work Model

Hybrid

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Confirmed 16 hours ago. Posted 6 days ago.

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