Senior Administrative Assistant 2 | Yale University

Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.

2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate.

Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.

3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials.

Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.

4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.

5. Monitors and prioritizes communications for action and review; provides background necessary for action / decision-making;

flags time sensitive material; initiates follow up. 6. Composes and / or coordinates substantive communications, reviews outgoing material for accuracy and completeness.

Develops and / or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff.

Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities.

Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office.

9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance.

Screens and responds to mail. 10. May perform other duties as assigned. Required Skill / ability 1 : Demonstrated ability in an administrative support position.

Superior verbal and written communication skills; proven ability to work productively under pressure with varied interruptions.

Proven ability to handle multiple assignments under tight deadlines. Required Skill / ability 2 : Proven strong attention to detail skills.

Demonstrated ability handling sensitive information, with a clear understanding of confidentiality and remain discreate.

Effectively solve problems with the context of the priorities and goals of the section. Required Skill / ability 3 : Demonstrated ability handling business travel arrangements.

Proven ability to communicate information effectively, both orally and in writing, with demonstrated effective customer service skills at all levels.

Flexibility and the ability to adapt and respond positively to unique, unforeseen or unusual circumstances. Required Skill / ability 4 : Advanced computer skills, including advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook.

Proven ability handling complex calendaring. Demonstrated ability to extract and compile a range of information from written sources and conversations with individuals by asking questions, researching information on the internet.

Required Skill / ability 5 : Demonstrated ability to work independently and be self-motivated. Proven ability to maintain a professional, positive demeanor and work cooperatively with co-workers and supervisor to maintain a proficient and pleasant work environment.

• Work Week : Standard (M-F equal number of hours per day) Posting Position Title : Senior Administrative Assistant 2 University Job Title : Senior Administrative Assistant 2 Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education;
• or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree;

or an equivalent combination of education and experience.