Job Family: Clerical and Technical
STARS Requisition: 92428BR
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant
Grade: D
Position Focus:
The Senior Administrative Assistant provides program and administrative support to the Alumni Relations (AR) team. Prepares comprehensive team reports with detailed analysis using the Blackbaud Customer Relationship Management (CRM) database (Hopper), requiring extensive use of Excel including formulas, pivot tables, charts and graphs; initiates new database reports, provides high level administrative support for alumni events, compiles and maintains invitation lists using queries; assists in training, documents training materials; prepares complex expense reports; responds to phone calls, e-mail, and mail from alumni, providing initial response and follow-up to inquiries as requested by colleagues; provides information to alumni when appropriate; maintains electronic files. Reports to the Senior Associate Director, Alumni Data & Systems.
Essential Duties:
- Interact frequently with alumni, students, faculty, and administrative staff while maintaining fast-paced, high volume, deadline driven responsibilities.
- Assist with running queries and exporting reports on HOPPER that pertain to alumni activity related to the school or job/industry inquiries. Update alumni records and assist with alumni data integrity projects.
- Assist alumni and students with access to platform resources such as SOM Connect. Assist with updating and maintaining SOM Connect.
- Assist with in-person and virtual alumni events, e.g., webinars, small group discussions, networking events, reunion events, etc.
- Staff front reception desk for AR suite. Log visitors, use of parking codes, and alumni visitor gifts. Schedule and track visits through Alumni Visit program.
- Responsible for monitoring the Yale SOM Alumni email inbox and answering the main AR phone line. Field and answer questions in a timely manner, and triage emails and phone calls as appropriate. Support Yale Net ID and password reset requests.
- Work with the other AR staff to hire student workers. Assign tasks and work schedule.
- Use the University’s electronic systems for expense management, travel reservations, creating purchase orders in SciQuest, 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. Request reimbursements for alumni volunteers.
- Coordinate and schedule internal and external meetings and conference calls.
- Serve as a member of the Alumni Relations support team and provide back-up for other team members. Perform additional functions incidental to activities in the AR office to maintain high level of support.
Required Education & Experience:
Six years of related work experience, four 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 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:
- Outstanding organizational skills, ability to prioritize work to meet tight deadlines. Ability to multi-task for multiple officers while successfully handling competing priorities. Exceptional attention to detail. Proven ability to function effectively in pressured, deadline-oriented office environment.
- Strong interpersonal skills and the ability to function effectively in a large hybrid office setting. Team player, ability to be flexible and cooperative. Ability to represent the Office of Development & Alumni Relations well with colleagues, and others within and outside the School and University.
- Strong communication skills; proven ability to proofread correspondence; high level of accuracy for entering data.
- Excellent computer skills, proficient in Microsoft products: Word, Excel, PowerPoint, Outlook (calendar). Demonstrated proficiency with complex databases and other new technology.
- Able to maintain confidentiality. Excellent attendance record.
Preferred:
Database experience including creating, querying, updating, or deleting data, performing data analysis and visualization, and solving database-related problems. Hopper experience, ability to create Pivot tables, filters, etc. Previous experience preparing expense reports.
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.