Senior Administrative Assistant - Yale College

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Overview:

The Senior Administrative Assistant will work in-person, on campus. This is an 11-month role with unpaid leave generally between mid-June to mid-July each year.

Reporting to the Associate Dean for Undergraduate Education in Yale College and to the Senior Executive Assistant, the Senior Administrative Assistant provides high-level administrative support to the Yale College Dean's office, and the Associate Dean of the Office of Undergraduate Education.

Serves as a source of information to students, staff, faculty, and visitors on policies, procedures, and office activities via email, in-person and by phone. Provides operational support for Warner House reception including telephone support and greeting visitors. Handles room reservations and assists with booking other Yale spaces for events as needed. Prepares faculty appointment letters, monitors communication, and answers email questions concerning Education Studies Program, First-Year Seminar Program, Residential College Seminar Program, DUS, and faculty meeting-related matters.

Orders supplies and catering services, and assists with space setup and breakdown for events and meetings in Warner House, and other campus locations in support of the Dean's schedule, Residential College Seminar Program, Education Studies Program, and Office of Undergraduate Education. Processes expenses reports, PCard transactions, invoices and reimbursements, arranges travel, and creates itineraries. Places supply orders, supports printing, copying, faxing, and shredding.

Works closely with Yale College staff and student workers to plan and host events throughout the year, and supports major Yale College events (Orientation, Family Weekend, Commencement, etc.), as well as Education Studies events (Advisory Board meetings, Capstone Project presentations, and other receptions). Initiates requests for Yale custodial services and facilities, printing, ITS, catering, media services, and security. Works with internal and external suppliers.

Manages keys and center access controls for Warner House, located at 1 Hillhouse Avenue. Monitors and replenishes supply inventories, monitors condition of equipment and furnishings, and initiates repair requests when needed. Performs updates to websites, online calendars, and online information systems. Prepares communications and calendar invitations in advance of events. Distributes mail and updates directories.

A cover letter is required at the time of application.

Required Skill/Ability 1:

Proven ability to problem-solve in a technical environment (working with many databases and reports) and multi-task high priority assignments effectively, with strong attention to accuracy, detail, thoroughness and follow-through. Works well under pressure with conflicting demands and many interruptions. Ability to prioritize to meet deadlines and follow schedules.

Required Skill/Ability 2:

Proven ability to communicate verbally and in writing, in a clear, concise, pleasant, grammatically correct, and professional manner. Excellent customer service skills for a diverse and international student, staff, and faculty population. Trustworthy in handling confidential matters.

Required Skill/Ability 3:

Demonstrated advanced skills in Microsoft Office suite (Word, Excel, Power Point, Outlook) with a high degree of competency including mail merge and spreadsheet database management. Excellent proofreading and editing skills. Strong online systems skills, especially web and social media (such as Drupal, Instagram, and Facebook). Ability and willingness to learn new technologies and improve processes.

Required Skill/Ability 4:

Proven ability to creatively plan and run multiple events each month, facilitating supplies, catering, spaces, services, and communications. Proven ability to work independently and with others in a team environment and under pressure with competing deadlines and emergencies. Ability to work with Yale and/or local program partners.

Required Skill/Ability 5:

Detail-oriented with well-developed organizational, analytical, and interpersonal skills. Demonstrated accuracy and attention to procedure. Excellent attendance, punctuality, and reliability, as attested to by references.

Preferred Education,

Experience and Skills:

Bachelor's Degree. Working knowledge of Yale's policies and procedures regarding financial processes and systems, including iExpense, Sci Quest, and Workday. Familiarity with Google Docs, Qualtrics, Yale Message, and Drupal.

Experience with the use of mathematical formulas, sort functions, and pivot tables within Microsoft Excel.

Physical Requirements

Must be able to lift and carry 20lbs.

Weekend Hours…