Skip to main content

Senior Administrative Assistant, Dean's Office

Job Family: Clerical and Technical  

STARS Requisition: 77637BR 
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant, Dean's Office

Grade: D

Position Focus: 

Provide high-level administrative and decanal support for Dean’s Office and support for the Deputy Dean, including assistance with calendaring, projects, events, travel, teaching, 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 Deputy Dean. 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. Research a variety of materials for the Chief of Staff. Provide back-up support for Chief of Staff’s administrative tasks and other assignments, as needed.
  6. 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.
  7. Assist Associate Director with logistics for Dean’s Office events, conferences, seminars, and programs held on and off campus. This may include arranging site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare required forms and reimbursements.
  8. Create and maintain Dean’s Office events pages on Campus Groups.
  9. Scan course work and other documents. May assist 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. Using learning management system, post course materials.  Update Canvas websites for courses.
  10. 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.
  11. 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 with University policies and procedures.
  12. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace.
  13. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of customer service. 
  14. Perform back-up support for Associate Director, Chief of Staff, the Dean’s Executive Assistant, and all Dean’s Office team members.

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 intermediate or better skills in Windows and Microsoft products: Word, Excel, Outlook (calendar), and PowerPoint or equivalent. 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 collaborate with all team members. Must be able to meet overtime requirements and/or flex schedule to provide coverage as needed.

Preferred: 

Bachelor’s degree. Experience with Yale policy and procedures, experience with event planning, learning management system, web maintenance, and Qualtrics. Experience in an administrative support capacity. Global orientation.

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