Location: New Haven,CT, USA
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.
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.
Position Focus:
The Senior Administrative Assistant position will join Yale's English Department as a valued member of our highly collaborative, very collegial team. Reporting directly to the Operations Manager, the Senior Administrative Assistant provides high quality administrative support for faculty & students in the English Department. Serves as the principal source of information regarding policies and procedures, as well as coordinate and processes faculty searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations. Reviews related information for accuracy and compliance and coordinates the secure distribution of documentation to committee members as needed. Responds to, screens, and triages requests and resolves or triages questions from applicants, committee members, and other stakeholders. Guides the Chair on the next steps, and ensures the Chair meets all deadlines. Responsible for event planning including budgeting, advertising, agendas, booking travel (international and domestic), lodging, catering, a/v, and planning for space needs. Evening and weekend hours are occasionally required related to department events. Processes non-grant and grant-related expense reimbursements, invoices, and purchase orders using the Workday financial application system. Sets up international and domestic suppliers in Workday and assists in preparing Professional Service and Consultant Agreements and contracts. Creates student jobs in Student Employment and hires students. Provides high-level of support to faculty. Serves as the principal source of information for students, staff, and faculty on Yale forms, programs, policies, procedures, and office activities. Answers and screens telephone calls; assess the nature of business. Responds to requests for information and provides assistance. Schedules and coordinates meetings and appointments. Orders and maintains an inventory of supplies. Assists in department website maintenance.
Preferred Education, Experience and Skills:
Experience paying honorariums. Ability and willingness to learn new technology/systems. Strong Workday skills. Proven ability working with financial transactions- expense reimbursements, invoices, and supplier invoice requests. Demonstrated ability with website maintenance. Experience with faculty appointments/search process/Interfolio.
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.