Senior Administrative Assistant

Position Focus :

Reporting directly to the Operations Manager and working in a team environment, the Senior Administrative provides high quality administrative support for faculty & students in the English Department.

Support will include event planning which includes but not limited to coordination, travel, catering, financials and budgets for department lecture series, faculty readings, symposiums, graduate and undergraduate events, faculty conferences, departmental receptions, and several other events and arrangements for visitors.

This position also coordinates the graduate student office use as well as distribution / collection of keys, undergraduate and graduate student hiring, facilities requests, ordering of office supplies, website updates, faculty mailboxes and several other projects.

This position will serve as a support to the Registrars and Senior Administrative Assistants during extremely busy times of the year with varying responsibilities.

This position is also responsible for transactional work including, but not limited to processing high volume of p-card charges and out of pocket reimbursements, setting up purchase orders, submitting supplier invoice requests (check requests), processing student prizes, awards and payments.

Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.

Coordinates travel arrangements. Schedules and coordinates meetings and appointments, as necessary.

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.

Required Skill / Ability 1 :

Excellent verbal, written, and interpersonal communication 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 2 :

Previous experience with processing financial transactions, event planning and working in a fast-paced environment. Ability and willingness to learn new technology and systems.

Knowledge of financial policies / procedures.

Required Skill / Ability 3 :

Demonstrated ability to be resourceful, work independently and flexibly as part of a team, positive attitude, and approach to work.

Required Skill / Ability 4 :

Excellent organizational skills, attention to detail and the ability to maintain accurate records. 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.

Required Skill / Ability 5 :

Excellent customer service skills and the ability to interact well with a diverse population. Excellent attendance record, punctuality, and reliability.

Ability to take on additional responsibilities as needed.

Preferred Education, Experience and Skills :

Experience with supporting Faculty and Students; familiarity with the Academic Cycle. Experience preparing budgets, event planning, and processing financials for departmental events;

as well as award payments and faculty research accounts.

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.