"Senior Administrative Assistant, Faculty Support, Yale School of Management"

Overview

The Yale School of Management (SOM) is seeking a Senior Administrative Assistant as part of the Faculty Support department. Reporting to the Associate Director of Faculty Support Services and assigned faculty members, this role provides high-level administrative and operational support including coordination for programs and initiatives, projects, conferences, faculty recruiting, support for teaching and research, copy-editing, and financial transactions.

Key responsibilities include:

• Oversee and coordinate administrative programs and office activities for faculty members. Establish and implement procedures and systems; serve as principal source of information, including policies and procedures. Coordinate logistics for events, conferences, seminars, and programs held on and off campus including site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare materials, required forms, and reimbursements. May coordinate with internal and external partners on behalf of faculty supporting teaching and research. With supervisory oversight, schedule and provide peer training for incoming staff. May provide work guidance to team members.
• Responsible for comprehensive understanding of financial transactions, documentation, and processing requirements. May serve as resource on financial processes for department. May perform complex editing, revising, and proofreading including faculty research papers, abstracts, and letters. Confer with authors on content, form, and style. Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process. Use the University’s electronic systems for expense management, vendor set-up, travel booking and placing product and service orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale and faculty. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures. Maintains complex calendars for faculty, scheduling across time zones.
• Supports courses for faculty, may include complex core courses. Secure or purchase teaching materials. Obtain copyright permission. May scan course work. Uses learning management system to upload syllabus, materials, create assignments, discussion boards, groups and publishes with faculty permission. May assist with classroom exercises, guest lecturers, and podium support. Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation.
• Search for information and obtain articles on-line and in various libraries Submit research papers on-line. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics. Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, taking meeting minutes, tracking attendance at meetings, and other matters, as requested. Update faculty websites. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages. Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems. As assigned, provide coverage in all faculty support areas and other administrative departments. Perform additional duties incidental to office activities as necessary to maintain highest level of support and service.

Required Skills and Abilities

1. Excellent computer skills of Windows and Microsoft product, i.e., Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills. Ability to perform library and internet research.
2. Excellent proofreading, editing, and writing skills for drafting material. Cover letter strongly encouraged. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to represent the school professionally at events; demonstrated excellence in customer service.
3. Excellent attendance record. Ability to function effectively as part of a team to provide support to faculty and Yale SOM departments.
4. Ability to organize an extremely large amount of information and variety of subject material.
5. Ability to effectively prioritize, multitask, and regularly solve problems, take initiative, and anticipate actions needed. Ability to properly use independent judgment.

Preferred Education and Experience

Bachelor’s degree. Experience with event support, administrative support, learning management system, and expense management. Web maintenance skills. Ability to provide basic AV support. Experience with Yale policies and procedures.

Principal Responsibilities

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.