Senior Administrative Assistant

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Hourly Range

31.05

Overview

This Senior Administrative and Chair's Assistant will join the three-person administrative team in the Department of Spanish and Portuguese, reporting to the Operations Manager. The role provides vital support to the Chair, faculty, and students, manages the academic appointment lifecycle, handles financial transactions, and coordinates events.

Duties to include:
1. Works with the Chair on faculty affairs processes for ladder, instructional, secondary, and visiting faculty, including searches, recruitment, appointments, promotions, reappointments, on-boarding and terminations.
2. Manages all visa requests promptly and tracks the status of each case.
3. Serves as resource for the Chair, faculty and students on Yale processes, policies, procedures, forms, and other activities.
4. Manages student job postings, hiring, timesheet approvals, and payment processing in SEO. 5.Supports event planning, including budgeting, event setup and cleanup, AV and space coordination, booking guest travel and lodging, and ordering catering.
6. Processes expenses for faculty and students, including supplier setup, processing invoices, expense reimbursements, supplier invoice requests, cash sales and purchase orders in Workday.
7. Performs additional functions as needed.
8. Flexibility to work occasional evenings and weekends.

This position offers a balanced 30-hour workweek (four 7.5-hour days) and includes a full benefits package including medical, dental, vision, and paid time off.

Required

Skills and Abilities

1. Exceptional attention to detail, strong organizational and follow-up skills, demonstrated ability to multitask, meet deadlines, and thrive in a fast-paced environment.

2. Strong verbal, written, and interpersonal communication skills. Self-motivated with the ability to take initiative, solve problems, and make independent decisions. Proven ability to handle sensitive information with discretion, confidentiality, and diplomacy.

3. Proven ability and experience managing financial transactions, including expense reimbursements. Proven experience in organizing and coordinating events, including logistics, catering, and travel arrangements. Ability to support faculty and students and manage the academic appointment lifecycle.

4. Proven record of reliability, punctuality, and strong attendance. Flexibility to work occasional evenings and weekends.

5. Demonstrated intermediate proficiency with Microsoft Office applications, including Word, Excel, and Outlook.

Preferred

Skills and Abilities

1. Fluent in Spanish or/ and Portuguese.

2. Familiarity with Yale or experience in a university setting working directly with faculty and students.

3. Previous experience supporting faculty and students and managing the academic appointment lifecycle,

4. Prior experience with Workday and Interfolio.

5. Ability to learn new technologies quickly and adapt to changing work environments.

Principal Responsibilities

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…