Senior Administrative Assistant- Floater

Hourly Range

$31.83

Reporting to the Assistant Director of Administration and Operations, Faculty of Arts & Sciences, the Senior Administrative Assistant‑Floater is a central resource providing essential coverage of day‑to‑day departmental activities for planned and unplanned vacancies or absences (short and long term) to the administrative academic offices supporting the Faculty of Arts & Sciences (FAS). Department coverage may include financial and/or administrative support to the department Chair, Director of Undergraduate Studies (DUS), Director of Graduate Studies (DGS), faculty, staff, students, visitors, and the operations managers.

Examples of these duties are calendaring, scheduling, front‑desk coverage, preparing expense reports and financials, processing invoices, preparing correspondence and meeting materials, ordering supplies, arranging travel, registrar tasks, and planning academic and social events among other responsibilities. They may also assist with faculty appointments, promotions and search processes, update websites and cover for other partner offices. This position will be responsible for assignments that will be simultaneously requested from multiple departments as needed.

The duration and nature of the assignments will be dependent on the operational needs of the departments and in consideration of the specific tasks. The ideal candidate will be a quick learner, have a positive outlook and customer service mindset and be able to be flexible and adapt easily to change in duties, responsibilities, and assignments. Perform other duties as assigned.

• Demonstrated ability to work independently and flexibly as part of a team; manage time efficiently and productively in multiple locations; excellent verbal, written and interpersonal skills; self‑motivated, show initiative and follow through.
• Highly developed customer‑service skills in a support role; represent the dean’s office, departments and university professionally; exercise discretion and maintain confidentiality when handling sensitive information.
• Demonstrated ability to multitask, prioritize, meet deadlines and work effectively with competing demands; flexible and manage change effectively, often with short notice; learn new systems, processes and software.
• Administrative support skills including calendaring and scheduling, ordering supplies, creating meeting materials, arranging travel; experience organizing and coordinating events; manage financial transactions, including expense reimbursements; intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook.
• Excellent organizational skills, accuracy, attention to detail; solve problems and anticipate actions as needed even in the face of conflicting demands; reliable attendance and punctuality; ability to travel between campus offices.

• Experience with Workday and knowledge of university policies and procedures.
• Website maintenance experience and experience with Yale Message.
• Prior experience working in an academic setting supporting faculty, students and staff.

• 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.
• Oversees, instructs, and coordinates activities of support staff; prepares materials for grants, contracts and budgets; monitors expenditures and reconciles financial statements.
• Provides editorial support for a journal/publication; proofs 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.
• 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.
• Greets…