"Senior Administrative Assistant, The Jackson School"

Overview

The Yale Jackson School of Global Affairs opened in July 2022 and is the first professional school that has been established at Yale since 1976. The Jackson School of Global Affairs offers interdisciplinary academic programs that inspire and prepare Yale students for global leadership and service. Reporting to the Operations Manager, and working in a team environment, the Senior Administrative Assistant provides high-level administrative support to Yale Jackson School faculty, students, and programs.

Performs all necessary functions for daily operations and programmatic support including scheduling and coordinating meetings and appointments; making international and domestic travel arrangements; coordinating and supporting events including securing venue, ordering food, arranging catering and other logistics. This can include multi-day conferences and workshops. Provides high-level administrative services assisting faculty members in all areas including teaching and research, editing, and support for financial transactions. Scans course work and other documents. Downloads and uploads course-related information for the web for faculty course work and research. Secures/purchases teaching material and obtain copyright permissions from publishers.

Posts course material to web-based learning management system. Provides teaching and administrative class needs, and classroom AV technology. Assists new faculty with office set up and orientation process. This role is part of the School’s Business Office and prepares and processes financial transactions such as purchase requisitions, supplier invoice requests, expense reports and invoices.  Supports the business office with academic appointment processes. Serves as the first point of contact for faculty, students, staff and visitors. Sorts and distributes mail and processes outgoing mail. Serves as back-up for facilities requests. May perform other duties as assigned.

Required Skills and Abilities

1. Demonstrated proficiency in an administrative support role. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment. Demonstrated ability to meet strict deadlines with accuracy and attention to detail.
2. Excellent computer skills incl. well-developed knowledge of Windows/Microsoft products: Word, Excel, Outlook, Outlook, and PowerPoint or equivalent. Web maintenance skills. Ability to perform library and Internet research. Ability to learn new computer systems/programs and adapt quickly and proficiently to new technology including A/V systems, policies and procedures.
3. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups. Excellent verbal and written communication skills. Demonstrated administrative support skills.
4. Highly motivated, creative and flexible with a positive, can-do attitude. Team player willing to assist without hesitation. Strong attention to accuracy and detail. Demonstrated ability to take initiative and anticipate actions needed.
5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment. Ability to work independently and exercise sound judgment. Ability to prioritize and solve problems..

Preferred Skills and Abilities

1. Advanced Technology Skills: Experience Expense Managment, SciQuest, and Workday.
2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
3. Higher Education Experience: Prior experience working in an academic environment, supporting faculty or research staff.
4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
5. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly 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. 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.