Sr. Administrative Assistant 2, Head of College

Position Focus :

In a very busy, service-oriented work environment, functions as part of a team with the Head of College, the Dean, the Assistant Director of Operations, the Sr.

Administrative Assistants, the Service Assistant, and other appropriate university departments to facilitate the smooth running of residential college activities.

Reporting to the Head of College and with limited supervision and guidance from the Assistant Director of Operations, oversees Head of College systems and activities, coordinates and oversees the work of student aides in the Head of College office, serves as point of contact for students, fellows, resident fellows, and residential college visitors with regard to policies and space;

provides financial support functions, and provides high level administrative support to the Head of College.

Essential Duties

1. Oversees and coordinates administrative, program and office activities for the college Head of College. 2. Establishes, selects, implements and coordinates office procedures and systems.

3. Maintains college checkbook and monitors college accounts, disburse funds and performs all financial support functions for the Head of College.

4. Coordinates college functions and events, such as Commencement, Head of College’s Tea, Freshman and Senior Dinners and the opening and closing of the college each academic year.

Works with the Head of College and Service Assistant on planning and execution of all functions in the Head of College’s House.

5. Advises students and Fellows on University and college policies and procedures. 6. Supports Fellows Programs by handling administrative duties including mailings, updating and maintaining contact lists and distributing letters of appointment.

7. Provides support and guidance to students to ensure that materials in weekly college publications are appropriate. Updates and maintains Facebook information and photos.

8. Oversees, develops and coordinates the work assignments of bursary students. 9. Assumes responsibility for correspondence and provide general clerical support for Head of College, including ordering of supplies and services.

10. Schedules and oversees use of college facilities. 11. Issues, records and collects keys to student rooms and other college facilities.

12. Coordinates with various University departments on the scheduling of repairs and renovations. 13. Communicates with students, parents and alumni by mail, phone and in person.

Answers basic and specialized questions, resolve problems, provide advice, etc. 14. Works cooperatively with the Dean’s Office to improve the residential, academic and social life of the college community.

15. Together with the Dean’s office, coordinates coverage for the college. 16. Performs other duties related to the smooth operation of the college.

Required Education and Experience

• Eight years of related 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 experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree;

or an equivalent combination of experience and education.

Required Skill / Ability 1 :

Demonstrated success in interpersonal relationships in a busy, service-oriented environment. Strong administrative and organizational skills.

Ability to make independent judgments and to work semi-autonomously without close supervision.

Required Skill / Ability 2 :

Professional demeanor, superior written and communication skills. Writing samples will be requested at the time of interview.

Ability to utilize PC equipment and with Microsoft Windows. Proficiency with Word, Excel, PowerPoint, and Outlook scheduling.

Required Skill / Ability 3 :

Proven ability to multitask. Ability to engage in several tasks at the same time and to tolerate frequent interruptions in any one task and still execute within a specific time frame.

Proven ability to work in a team environment as well as independently and ability to work as a team to host events.

Required Skill / Ability 4 :

Ability and desire to work with students and understand the student-centric mission of the college. Ability to understand university policies and procedures.

Ability to work with Yale’s financial system, reconciliation of university statements and personal checkbook reconciliation.

Required Skill / Ability 5 :

Appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals (age, gender, nationality, race / ethnicity, profession, sexual orientation, etc.).

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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 :

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.