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 and 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 and Outlook and PowerPoint.
Required Skill/ability 5: Strongly demonstrated proofreading skills. Intermediate proficiency with Photoshop and Wordfly (or similar digital communication platform).
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3:
Strongly demonstrated interpersonal, verbal and written communication, planning, proofreading and editing skills. Strongly demonstrated thoroughness, accuracy and attention to detail. Highly efficient and organized. Ability to remain focused with frequent interruptions.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Sr Admin Asst to Marketing/Comms/Assoc Dean
Required Skill/ability 1:
Strongly demonstrated ability to work as a team player effectively and flexibly with a large number of staff, students, interns, guest artists and other professionals with a commitment to a diverse and inclusive workplace. Interest in training and mentoring students; ability to work nights and weekends when required.
Required Skill/ability 4: Demonstrated ability in budget management and knowledge of bookkeeping. Intermediate proficiency or greater in MS Word and Excel, including formulas.
Required Skill/ability 2: Strong self-starter with independent judgment. Demonstrated ability to remain focused while working on a large and complicated work load requiring confidentiality, coordination and prioritization. Strongly demonstrated planning, organizational and project management 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: 59138BR
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.