"Senior Administrative Assistant to Business Office, Digital Technology, Operations, and Tessitura"

Overview

Senior Administrative Assistant to Business Office, Digital Technology, Operations, and Tessitura reports to the Yale School of Drama/Yale Repertory Theatre (DGSD/YRT) Director of Finance, with day-to-day direction from the Directors of Digital Technology, Human Resources, Facility Operations, and Tessitura Consortium. Provides a high level of clerical, administrative, financial bookkeeping, and HCM support to the DGSD/YRT Business Office, Digital Technology, Human Resources, and Operations Departments, and Tessitura Consortium.

Required Skills and Abilities

1. Strong and independent self-starter, with strongly demonstrated ability to manage up. Strongly demonstrated ability to maintain confidentiality. Strongly demonstrated attention to detail. Strongly demonstrated ability to meet deadlines and follow schedules and instructions.
2. Strongly demonstrated ability to manage and prioritize complex workload in a calm and professional manner. Strongly demonstrated ability to collaborate effectively with faculty, staff, students, interns, guest artists, and other professionals representing a wide diversity of personalities.
3. Strongly demonstrated project management and problem-solving skills. Demonstrated ability with electronic calendars and scheduling.
4. Strongly demonstrated oral and written communication skills. Strongly demonstrated knowledge of Windows, Excel, and Word. Excellent keyboarding skills. Demonstrated use of databases and data manipulation.
5. Ability to handle numbers accurately. Demonstrated knowledge of bookkeeping and budgeting.

Preferred Skills and Abilities

Experience as executive assistant. Knowledge of Outlook, Tessitura, Workday, and Event Management System (EMS) or equivalent electronic space scheduling system.

Physical Requirements

Ability to sit/stand for long periods of time.
Ability to lift up to 35 lbs.
Ability to walk up two flights of stairs.

Principal Responsibilities

1. Prepares, monitors, and reconciles Departments' financial records and paperwork. Assists in developing annual budget.
2. Serves as YSD/YRT administrator for space-scheduling system for non-production facilities.
3. Serves as expert resource for, and principal source of administrative, clerical, and financial support to, Departments.
4. Serves as expert resource, and administrative and clerical support, for Director of Human Resources in all areas of human capital management (HCM) for staff and faculty.
5. Serves as YSD/YRT prox-card and ID coordinator.
6. Maintains, prepares, and disseminates accurate department documents. Manages calendars of department, and department Directors.
7. Maintains and distributes postage/shipping codes, and associated instructions. Serves as main contact for all issues related to bulk mail, postage, or shipping.
8. Determines appropriate inventory levels, types of office supplies, paper, printer and fax cartridges, forms, and School stationery and business cards. Places, processes, receives, and stocks orders.
9. Serves as cross-campus runner for Business Office. With police escort, delivers all School monies to Treasury Services.
10. Serves as School liaison to University archives.
11. Participates in the testing of new processes and systems as requested.
12. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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 related field; or an equivalent combination of experience and education.

Job Details

Job Category: Administrative Support
Bargaining Unit: L34
Compensation Grade: Labor Grade D
Time Type: Full time
Duration Type: Staff
Work Model: Hybrid
Location: 149 York Street, New Haven, Connecticut