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.
Preferred Education: Experience working in an academic environment; Demonstrated faculty support skills; Familiarity with Workday. Experience using Apple products. Experience supporting web and social media initiatives coupled with an express interest in proactively supporting the departmental website and Intranet pages using Drupal, digital signage using RiseVision, and Facebook. Adv. proficiency with MS Office.
Preferred Education, Experience and Skills: Experience working in an academic environment; Demonstrated faculty support skills; Familiarity with Workday. Experience using Apple products. Experience supporting web and social media initiatives coupled with an express interest in proactively supporting the departmental website and Intranet pages using Drupal, digital signage using RiseVision, and Facebook. Adv. proficiency with MS Office.
Required Skill/ability 5: Excellent attendance, punctuality, and reliability as attested by references. Ability to travel between the Medical School and Central Campus.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Demonstrated intermediate proficiency with MS Outlook, Excel, and Word and to work with and learn various types of computer software programs. Well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies, and procedures. Interest in and ability to maintain and edit web sites using content management programs such as Drupal.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant
Required Skill/ability 1: Demonstrated, high-level administrative support skills including managing multiple personal calendars, coordinating complex domestic/international travel. Proven record of resourcefulness with the ability to work independently, without continuous direction, and to identify and utilize available resources to complete tasks thoroughly and efficiently.
Required Skill/ability 4: Ability to proactively and independently coordinate postdoctoral/postgraduate and research faculty recruitment, academic appointment, and visa processes. Ability to process expense reports and reimbursements in accordance with University policy.
Required Skill/ability 2: Well-developed problem-solving, organizational, and interpersonal skills with the proven ability to exercise good judgment, prioritize and manage competing deadlines in a fast-moving, deadline-driven department with a record of being a self-starter. Demonstrated attention to detail with strong written and verbal communication skills.
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.
Internal Number: 56904BR
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.