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 as executive assistant, preparing and processing contracts. Experience in event planning, marketing in the arts and theater. Proficiency extracting and manipulating complex data in a customer relationship management (CRM) system. Experience adhering to style guides. Knowledge of Tessitura, Workday, Outlook, and PowerPoint.
Preferred Education, Experience and Skills: Experience as executive assistant, preparing and processing contracts. Experience in event planning, marketing in the arts and theater. Proficiency extracting and manipulating complex data in a customer relationship management (CRM) system. Experience adhering to style guides. Knowledge of Tessitura, Workday, Outlook, and PowerPoint.
Required Skill/ability 5: Demonstrated ability in budget creation, management, and bookkeeping. Intermediate proficiency in Word, and Excel with formulas. Strongly demonstrated proofreading skills. Intermediate proficiency with Photoshop and Wordfly (or similar digital communication platform).
Posting Position Title: Senior Administrative Assistant
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Sr Admin Asst to Assoc Dean/Marketing/Comms
Required Skill/ability 1: Strongly demonstrated ability to work as a team player effectively and flexibly with a large number of staff, faculty, students, interns, guest artists, and other professionals with a commitment to a diverse, inclusive, and anti-racist workplace.
Required Skill/ability 4: Strongly demonstrated interpersonal, verbal, and written communication, proofreading, and editing skills. Strongly demonstrated thoroughness, accuracy and attention to detail. Highly efficient and organized. Ability to remain focused with frequent interruptions.
Required Skill/ability 2: Demonstrated ability in an administrative support role. Interest in training and mentoring students; ability to work nights and weekends when required.
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.
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.