Yale University
Location
New Haven, CT | United States
Job description
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 Skill/ability 1: Experience in an Administrative Support position. Demonstrated high-level administrative support skills. Aptitude to manage multiple calendars and the ability to coordinate travel. Proven record of resourcefulness and being a self-starter. Ability to think strategically and to identify/utilize available resources to complete tasks thoroughly and efficiently.
Required Skill/ability 2: Well-developed problem-solving and organizational skills. Ability to work well with others. Demonstrated ability to exercise good judgment, prioritize and manage competing deadlines in a fast-moving, deadline-driven department while maintaining accuracy, attention to detail, thoroughness and follow-through. Strong written and verbal communication skills.
Required Skill/ability 3: Demonstrated intermediate proficiency with MS Outlook, Excel, and Word and working with and learning various types of computer software programs. Technologically savvy with a well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies, and procedures.
Required Skill/ability 4: Ability to coordinate postdoctoral/postgraduate and research faculty recruitment, academic appointment, and visa processes proactively and independently. Ability to process expense reports and reimbursements in accordance with University policy.
Required Skill/ability 5: Excellent attendance, punctuality, and reliability as attested by references. Ability to travel between the Medical School and Central Campus.
Preferred Education: Previous experience working in an academic environment; Demonstrated faculty support skills. Familiarity with Workday and academic appointments. Event planning experience. Advanced proficiency with MS Office.
Work Week: Standard (M-F equal number of hours per day)
Posting Position Title: Senior Administrative Assistant
University Job Title: Faculty Support Assistant
Preferred Education, Experience and Skills: Previous experience working in an academic environment; Demonstrated faculty support skills. Familiarity with Workday and academic appointments. Event planning experience. Advanced proficiency with MS Office.
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.
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.
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