Senior Administrative Assistant, McDougal Graduate Student Center

Overview

Reporting to the Director of the McDougal Graduate Student Center, Graduate School of Arts & Sciences, serves as the primary point of contact for students, faculty, and visitors. Exercises discretion and independent judgment in planning, coordinating, and overseeing the Center’s student affairs and administrative operations. Provides high-level administrative support to the Director of the McDougal Center, Assistant Dean for Graduate Student Professional Development and other Graduate School-affiliated staff.

Plans and coordinates meetings, conferences, student programs, and other school events; serves as a key source of information on Graduate School activities, including dean’s initiatives and student programs. Updates the website and drafts/sends communications on behalf of the deans. Manages front-desk operations, including greeting visitors; answering high-volume phone lines; handling mail and packages; triaging inquiries; and responding to email questions regarding Graduate School activities and functions. Directs students, faculty, and departmental staff to appropriate events and resources.

Supports event planning and execution by creating and sending invitations, tracking attendance, and providing information about key events such as Commencement and Orientation/Matriculation. Orders supplies and services as needed; processes expense reports and reimbursements; and coordinates travel arrangements and itineraries. Assists with supervising student employees. Evening and occasional weekend hours may be required. Performs other duties as assigned.

The current hybrid schedule for this position is four days on campus and one remote day per week. If operational needs require a temporary or permanent shift to a five-day on-campus schedule, the hybrid arrangement will be suspended for the duration of that requirement.

Required Skills and Abilities

1. Organization and Time Management: Demonstrated ability to manage multiple priorities, work efficiently in a fast-paced environment, and consistently meet deadlines. Ability to work both independently and collaboratively.
2. Communication and Professionalism: Excellent written and verbal communication skills, with strong proficiency in Microsoft Office (Word, Excel, Outlook). Ability to represent the Graduate School and the University with professionalism and tact.
3. Administrative and Financial Skills: Proven administrative experience with a high degree of accuracy and attention to detail. Ability to manage financial transactions and processes, including expense reimbursements and basic budgeting.
4. Event Coordination: Experience planning, coordinating, and supporting events, including logistics, catering, travel arrangements, and on-site support.
5. Customer Service, Confidentiality, and Judgment: Strong interpersonal skills and a service-oriented approach when working with diverse constituencies. Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

1. Advanced Technology Skills: Familiarity with systems such as Workday, Yale Message, and Yale Connect.
2. Higher Education Experience: Prior experience in an academic or higher education environment.
3. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing priorities and work environments, and take initiative in a dynamic setting.

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. Gets 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.