Senior Administrative Assistant, Academic Affairs & Student Life (AASL)

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 41924BR
University Job Title: Senior Administrative Assistant 
Department Job Title: Senior Administrative Assistant, Academic Affairs & Student life (AASL) 

Grade: D

Position Focus: 

Reporting to the Senior Associate Director, provide high-level administrative support for Academic Affairs & Student Life (AASL) programs and services at Yale School of Management (SOM).

Essential Duties: 

  1. Serve as primary point of contact for students and other visitors. Based on thorough knowledge of AASL functions, practices, and events, provide assistance or direct to appropriate person for assistance. Triage incoming student needs; assess immediacy of need and find the appropriate resources.
  2. Assist the process for accommodating students with disabilities, including coordination of separately administered exams, building accessibility issues, and classroom accommodations.
  3. Coordinate process for excused absences, communicating with students and faculty. Request class recordings for absences due to religious holidays and in special circumstances.
  4. Coordinate Evans Hall building access for SOM and non-SOM students enrolled in SOM classes, reschedule final exams as necessary, and compile information for Academic Standards review.
  5. Using the relevant University systems and other reporting tools, responsible for student reimbursements, expense management, travel, special programs such as Global Network Weeks, and support of general AASL functions. Manage reimbursement process for all degree programs regarding the Global Studies Requirement. Work closely with business office in execution of financial transactions. Prepare documents in accordance with University policies and procedures. Track receipts and follow-up with students as necessary.
  6. Assist logistics in all student life events including but not limited to Closing Bell activities, club fair, club events, and student conferences. Support CampusGroups approvals and registrations for all student events. 
  7. Coordinate digital screen announcements, bulletin board announcements, and Evans exchange postings. 
  8. Provide administrative support for programs and services, assist with student event planning for major school events such as Orientation, Commencement, and the Study Break program and other events, including some off-site.         
  9. Gather, interpret, and present data for a range of projects that respond to student and institutional needs. Prepare data for use in decision making, combing data points from multiple sources and analyzing for trends.
  10. Conduct research to improve existing department functions or to support new activities. Complete special projects for Assistant Dean and Director AASL as needed.
  11. Compose correspondence and respond to inquiries, and collaborate in the preparation of communications to the student body.
  12. Serve as a member of the AASL team and work collaboratively to meet student needs and foster community at SOM. Provide back-up for other AASL support positions.

Required Education & Experience: 

Six years of related work experience, three of them in the same job family at the next lower level and a 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 degree in a related field; or an equivalent combination of experience and education.

Required Skills & Abilities: 

  1. Excellent computer skills including intermediate knowledge of Windows and Microsoft products: Word, Excel, Outlook Calendar, PowerPoint or equivalent.
  2. Analytical skills. Proven ability to complete financial transactions and process expense reports.
  3. Superior interpersonal skills, strong customer service orientation. Polished outward facing demeanor. Ability to represent the School well in working collegially with peers and colleagues within and outside the University.
  4. Excellent demonstrated written and oral communication skills. Writing sample required at interview. A team player that works well with other members of the staff.
  5. Positive and can-do attitude that supports the mission of the school. Ability to work successfully in a fast-paced and changing environment. Excellent attendance record.

Preferred: 

Bachelor’s Degree. Working knowledge of Yale policies and procedures, experience with event support ranging in size from 10-250 attendees, experience with processing financial transactions. Global orientation; experience working across countries and regions, and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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