Senior Administrative Assistant, Dean's Office

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 44555BR
University Job Title: Senior Administrative Assistant  
Department Job Title: Senior Administrative Assistant, Dean’s Office 

Grade: D

Position Focus: 

Reporting to the Assistant Director of the Dean’s Office, serve as a member of the Dean’s Office. Provide high-level administrative support for the Acting Dean, and back-up support for the Deputy Dean, including assistance with calendaring, projects, events, travel, teaching and research, editing, and support for financial transactions.

Essential Duties: 

  1. Provide high-level administrative support for program and office activities. Establish and implement procedures and systems; serve as principal source of information on policies, procedures and office activities. Receive and triage high profile guests and visitors to Dean’s Office. Welcome, orient, and host visitors to campus.
  2. Maintain complex calendar for Acting Dean and serve as back-up to the Deputy Dean’s complex calendar. Schedule and coordinate meetings and appointments in multiple time zones. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed. Manage extensive travel, including complex itineraries and coordination with other offices. Research complicated flight availability to determine the feasibility of connecting several events within one trip. Be knowledgeable regarding visa policies and application processes.
  3. Provide administrative support for special programs, Dean’s Office special projects, and initiatives which may require creating and/or updating websites; may work on blog sites.
  4. Conduct research and gather background information for projects, meetings, and events as needed in preparation for all Dean’s Office activities.
  5. Format, keyboard, edit and proofread a variety of material. Research and fact check cases and current events. Proofread and edit a variety of material for grammatical and factual accuracy, may work with co-authors and editors to coordinate printing deadlines.
  6. Coordinate logistics for Dean’s Office events, conferences, seminars and programs held on and off campus. Responsible for specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment and accommodations. Prepare required forms and reimbursements.
  7. Scan course work and other documents. May provide assistance with classroom exercises and set-up. Download and upload course related information for the web for faculty course work and research. Organize and prepare course packets. Secure/purchase teaching material and obtain copyright permissions from publishers. Post course material to web-based course management system.
  8. Search for information online and in various libraries (ORBIS, Blue Book Citation, download articles). Submit research papers online. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.
  9. Use the University’s electronic systems for expense management, travel booking, and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance to University policies and procedures.
  10. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages.
  11. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of customer service.

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. Excellent computer skills including well developed knowledge of Windows and Microsoft products: Word, Excel, Outlook (calendar), and PowerPoint or equivalent. Web maintenance skills, Internet navigation skills, and library and research skills. Ability to perform basic classroom AV support.
  2. Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner.
  3. Superior interpersonal skills with professional demeanor and welcoming manner. Ability to represent the School professionally at events. Patient diplomatic skills negotiating with complex offices of public officials and prominent business leaders.
  4. Superior multi-tasking capability. Excellent attention to detail and accuracy with demonstrated ability to concentrate and perform with constant and varied interruptions, ability to prioritize to meet deadlines and conflicting demands in an organized manner. Ability to regularly solve problems, take initiative and anticipate actions needed. Ability to properly use independent judgment and to exercise discretion and confidentiality.
  5. Ability to function independently and effectively while engaging successfully as a team member in a fast-paced and changing environment. Must be able to meet overtime requirements and/or flex schedule to provide coverage as needed.

Preferred: 

Bachelor’s degree. Working knowledge of Yale policies and procedures governing travel; experience with event planning; experience with web-based electronic course content system. Knowledge of Qualtrics. 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.

Apply Now