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Senior Administrative Assistant for Dean's Office

Job Family: Clerical and Technical

STARS Requisition: 90958BR 
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant for Dean's Office
Grade: D

Position Focus:

Provide high-level administrative support for the Dean, Chief of Staff, and Executive Assistant in the Yale School of Management Dean’s Office. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for the Dean. Reports to the Chief of Staff.

Essential Duties:

  1. Provide high-level administrative support. Establish and implement procedures and systems; serve as a principal source of information on policies, procedures, and office activities.
  2. Coordinate with Executive Assistant and Dean’s Office staff to manage the Dean’s and CoS’s daily schedule and meeting logistics (i.e., reminders, keeping meetings on time, preparing meeting materials, managing guests, etc.)
  3. May assist with managing calendars and coordinating meetings and appointments in multiple time zones. Coordinate and communicate with internal and external entities. Serve as one of the Dean’s principal sources of information on his calendar.
  4. As needed, be responsible and assist with itineraries, travel arrangements, and accommodations. Prepare required forms and reimbursements.
  5. Provide administrative support for programs, projects, and initiatives that may require extensive meeting coordination, follow-up, tracking, and managing agendas.
  6. Conduct research and gather background information for projects, meetings, and events as needed in preparation for the Dean’s activities.
  7. Format, edit, and proofread a variety of material for grammatical and factual accuracy.
  8. Gather, compile, organize, and manipulate data to create reports, summaries, and briefings. Create slides or make changes to enhance PowerPoint presentations with graphics.
  9. Use the university’s electronic systems for expense management, room booking, travel booking, and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with the department’s business office in the execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.
  10. Identify problems with workflow, equipment, and environment, and make suggestions for improvements.
  11. As needed, help coordinate the Dean’s and CoS’s daily catering/food orders.
  12. Perform back-up support and additional duties for the Dean’s Office as necessary to maintain the highest level of service and support.
  13. As needed, help coordinate logistics for Dean’s Office events, conferences, seminars, and programs held on and off campus.

** Primarily on campus with the flexibility to work remotely occasionally as the needs of the Dean and CoS allow.

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 proficiency in Windows and Microsoft products: Word, Excel, Outlook (Calendar), PowerPoint, or equivalent.
  2. Professional and welcoming manner. Ability to represent the school professionally at events. Commitment to an inclusive workplace.
  3. Ability to function independently and effectively while engaging successfully as a team member.
  4. Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct manner. Excellent attention to detail, accuracy, and adaptability.
  5. Must be able to meet overtime requirements and/or flex schedule to provide support to the Dean as neeeded.  Readily accessible to the Dean, Senior Executive Assistant, CoS via text, phone, email, Slack, etc. and able to respond on short notice.

Preferred:

Bachelor’s degree. Experience in an executive assistant support role. Experience working with high-profile guests and in a fast-paced environment. Strong experience dealing with confidential information. Excellent writing skills with demonstrated proficiency in writing on behalf of others. Candidates who provide a cover letter will be given priority consideration.

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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