"Sr. Administrative Assistant"

Overview

The Senior Administrative Assistant provides high-level administrative support to academic departments, faculty, staff, and students. This role involves managing various tasks, including general administrative duties, pre-award grant support, event coordination, travel arrangements, and financial transactions. The position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment, ensuring the smooth operation of academic services.

Required Skills and Abilities

1. Proven administrative support skills, including complex calendaring, travel coordination, and financial transactions. Excellent computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint) and the ability to adapt to new software systems.
2. Strong organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks with competing deadlines. Demonstrated ability to work independently and as part of a team.
3. Excellent verbal and written communication skills, with a proven ability to interact professionally with diverse stakeholders, including faculty, staff, and external contacts.
4. Highly developed customer service skills, with the ability to represent the department and university professionally. Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.
5. Ability to problem-solve, take initiative, and follow through on tasks, even in the face of conflicting demands. Excellent attendance and punctuality records.

Preferred Skills and Abilities

1. Prior experience in a research or academic environment, including coordinating travel, meetings, and conferences.
2. Bachelor's degree in a related field, such as Business Administration or Finance, or equivalent work experience.
3. Familiarity with university policies and procedures, particularly in managing restricted funds such as endowments, gifts, and sponsored awards.
4. Experience working with databases, file-sharing software, and multiple computer platforms.
5. Knowledge of Workday or similar financial management systems.

Principal Responsibilities

1. Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures.
2. Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests. Creates and distributes Departmental schedules, documents, and reports. Processes and supports faculty appointments.
3. Oversees and monitors Department budgets. Participates in budget preparation and quarterly monitoring. Processes financial paperwork. Coordinates with faculty use of student work-study hours; authorizes work-study timecards.
4. Provides organizational and logistical support for Departmental admissions process. Serves as liaison to the Registrar/Admissions Office. Trains students assigned to support Department specific admissions activities.
5. Organizes, coordinates, and implements Department specific events.
6. Oversees and maintains Department databases and mailing lists.
7. Oversees and maintains Department collections and bequests.
8. Other duties as assigned by Chairs of Departments.

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 a related field; or an equivalent combination of experience and education.

Hourly Range

$31.05

Location

225 Prospect Street, New Haven, Connecticut