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: Proven proficiency in an administrative assistant role including proficiency in Outlook calendaring with proven ability to manage complex calendars. Proven strong computer skills including intermediate skills with Microsoft Word, PowerPoint, and Excel.
Required Skill/ability 2: Demonstrated highly-developed customer service skills including strong problem solving, organizational and analytical skills. Proven ability to work in a team environment with a positive attitude, with the proven ability to take initiative and work with little supervision. Proven record of good attendance and punctuality.
Required Skill/ability 3: Proven ability to write, format and proofread a variety of correspondence and reports. Excellent written communication skills, grammar and spelling with strong attention to detail. Strong verbal communication skills.
Required Skill/ability 4: Proven ability to coordinate travel arrangements (domestic and international) and meetings (both small and large) in an administrative support capacity. Demonstrated ability to coordinate activities of regularly scheduled seminars and events. Demonstrated ability to facilitate room scheduling, catering needs, equipment and handouts.
Required Skill/ability 5: Ability to multitask effectively with sound professional judgment.
Preferred Education: Familiarity with Yale systems including Workday, SciQuest, Egencia and e-Ship Global. Proven experience with Canvas would be a plus.
Work Week: Standard (M-F equal number of hours per day)
Posting Position Title: Senior Administrative Assistant
University Job Title: Sr Admin Asst School of Public Health
Preferred Education, Experience and Skills: Familiarity with Yale systems including Workday, SciQuest, Egencia and e-Ship Global. Proven experience with Canvas would be a plus.
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.
Connections working at Yale University
Job Tags
Work experience placement,