Senior Administrative Assistant, CDO

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 45559BR
University Job Title: Senior Administrative Assistant 
Department Job Title: Senior Administrative Assistant, CDO 

Grade: D

Position Focus: 

Provides high-level administrative support and works closely with the Director, Deputy Directors, Relationship Managers, and other members of the Career Development Office in meeting the needs of students and employers.

Essential Duties: 

  1. Serve as primary point of contact for students, faculty, staff and employers. Assists with recruiting related responsibilities at the front desk as necessary.
  2. Manage SOM CDO email; using knowledge, judgment and resourcefulness in responding to questions and liaise/refer on when necessary.
  3. Triage incoming student’s needs; assess immediacy of need and find the appropriate resource. Develop knowledge of CDO website and resources in order to refer employers, visitors and students accordingly to meet their needs.
  4. Provide support for programs and services including reserving space, securing catering, managing audio visual/IT, tracking expenses, desktop publishing services, greeting participants, and other logistics as necessary for internal office needs.
  5. Maintain informational resources and materials such as databases designed to facilitate targeted communications with large groups of program participants and disseminate communications.
  6. Provide project management support for a variety of internal processes and systems such as resume databases and reservation, calendar, registration, and evaluation systems.
  7. Use the University’s electronic systems for expense management, travel and placing orders with vendors. Collect receipts for reimbursements. Work closely with business office in execution of financial transactions. Prepare documents in accordance with University policies and procedures
  8. Ensure the set-up of the CDO interviewing suite each morning during recruiting season. Manage the suite during off-peak times for other demands of the space.
  9. Conduct data entry for the recruiting system for employer or student facing needs.
  10. Provide general administrative support for CDO. Manage office space and general operations including kitchen area, printers, mail, facility/IT needs, manage ordering, inventory and organization of supplies and supply closet. Perform additional duties incidental to office activities as necessary to maintain the highest level of service in the CDO.

Required Education & Experience: 

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.

Required Skills & Abilities: 

  1. Ability to work overtime or flex hours during peak periods (recruiting season) including mornings, evenings and weekends. Ability to retrieve and carry materials throughout building or venues.  Ability to travel by car, stand for periods of time, bend, stoop, and lift up to 30 lb.
  2. Ability to work independently and collaboratively, think creatively, and facilitate problem-solving required. Strong organizational skills. Ability to thrive in a fast-paced, team-oriented environment (with frequent interruptions) where multi-tasking is the norm.
  3. Ability to work effectively with multiple constituencies such as Yale SOM staff and students and external constituencies such as Yale SOM alumni, vendors, or employers required. Proficient with Microsoft Outlook, Word, Excel, Internet research and web-based information systems.
  4. Superb verbal communication ability. Strong customer service orientation and professional demeanor. Willing to go extra mile for all CDO visitors. Ability to develop credibility quickly with employers and SOM community. Proven track record of establishing positive client relationships required.
  5. Strong written communication. Exceptional attention to detail, proofreading and editing skills. Must be able to express self clearly and concisely in a grammatically correct and professional manner. Ability to represent the School professionally at events.

Preferred: 

Business experience in hospitality, sales, marketing or recruiting preferred. Global orientation, experience working across countries and regions, and fluency in more than one language. Experience with Yale business processes and systems and knowledge of Yale policies and procedures.

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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