"Senior Administrative Assistant"

Field Business Operations - Office of the Provost

90273BR

University Job Title

Senior Administrative Assistant (*)

Bargaining Unit

Excluded - Excluded (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

2 Whitney Avenue

New Haven, CT 06510

Work Model

Hybrid

Position Focus:

Reporting to the Associate Director of Administration, the Senior Administrative Assistant provides a wide range of high-level administrative, operational and secretarial support across the Office of the Provost. The Senior Administrative Assistant will support the administrative needs of the Vice Provost for Research team, including the Vice, Senior and Associate Provosts for Research. As a member of the administrative support team, the Senior Administrative Assistant is expected to partner closely with the Senior Executive Assistant on the Research team as well as with other administrative staff in the office to maintain seamless and professional day-to-day operation of the provost’s organization. In addition, a portion of the Senior Administrative Assistant’s time will be devoted to providing floating administrative coverage to provostial units across the Office of the Provost. Duties include: responding to in-person, email and phone inquiries in a highly professional manner and with accuracy, confidentiality and discretion; greeting and assisting visitors, representing the office with a welcoming, helpful and professional presence; scheduling meetings, including committee meetings of internal and external stakeholders; organizing meeting logistics and materials; and providing high level, comprehensive administrative and logistical support for various projects, programs and events as assigned. This position will also be responsible for processing p-card charges and out of pocket reimbursements, setting up purchase orders, submitting supplier invoice requests (check requests) and coordinating travel arrangements.

The following Principal Responsibilities are generic in nature; the information contained in this Position Focus is most relevant to this position.

Essential Duties

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.

Required Skill/Ability 1:

Exceptional interpersonal skills; proven ability to work collegially, discretely and effectively with people from all levels of the organization. Demonstrated ability to work both independently and collaboratively with diverse teams and stakeholders.

Required Skill/Ability 2:

Demonstrated ability to take initiative, multitask, follow through on assigned tasks, meet deadlines, and manage complex tasks in a fast-paced environment. Highly effective organizational and problem-solving skills, sound judgment, and the ability to coordinate shifting priorities and maintain flexibility.

Required Skill/Ability 3:

Demonstrated ability to provide a high level of customer service in person, by phone, and in written communications. Ability to maintain confidentiality and discretion at all times and demonstrate grace under pressure.

Required Skill/Ability 4:

Demonstrated proficiency with Microsoft Office programs, including Word, Excel, and PowerPoint as well as Outlook and Zoom. Ability to learn new software and programs.

Required Skill/Ability 5:

Excellent communications skills, both verbal and written. Exceptional attention to detail.

Preferred Education, Experience and Skills:

Demonstrated proficiency in an administrative support role. Experience with calendaring and coordinating travel for executives or faculty. Experience with Workday, SciQuest, and World Travel.

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

https://covid19.yale.edu/health-guidelines

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus