Search Yale School of Management

Senior Administrative Assistant, Faculty Support

Job Family: Clerical and Technical  

STARS Requisition: 91879BR
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant, Faculty Support
Grade: D

Position Focus: 

Provide high-level administrative and operational support to faculty members, including coordination for programs and initiatives, projects, conferences, faculty recruiting, support for teaching and research, copy-editing, and financial transactions. Reports to assigned faculty members and the Associate Director of Faculty Support.

Essential Duties: 

  1. Oversee and coordinate administrative programs and office activities for faculty members. Establish and implement procedures and systems; serve as principal source of information, including policies and procedures.
  2. Coordinate logistics for events, conferences, seminars, and programs held on and off campus including site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare materials, required forms, and reimbursements.
  3. May coordinate with internal and external partners on behalf of faculty supporting teaching and research.
  4. With supervisory oversight, schedule and provide peer training for incoming staff. May provide work guidance to team members.
  5. Responsible for comprehensive understanding of financial transactions, documentation, processing requirements. May serve as resource on financial processes for department.
  6. May perform complex editing, revising, and proofreading including faculty research papers, abstracts, and letters. Confer with authors on content, form, and style.
  7. Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process.
  8. Use the University’s electronic systems for expense management, vendor set-up, creating requisitions for goods and services. Collect documentation and monitor reimbursements. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.
  9. Maintain complex calendars for faculty, scheduling across time zones.
  10. Support courses for faculty, may include complex core courses. Secure, purchase, scan teaching materials, in accordance with copyright law. Use learning management system to upload syllabi, materials, create assignments, discussion boards, groups and publishes with faculty permission. May assist with classroom exercises, guest lecturers, and podium support.
  11. Support assigned courses as session coordinator. Uses Zoom (or other video conferencing platforms) to schedule and manage remote classes. Works with Media Services to troubleshoot technical issues. May run reports, moderate participation and attendance, create breakout rooms.
  12. Search for information and obtain articles online and in various libraries. Submit research papers online.
  13. Gather, compile, organize and manipulate data to create reports or summaries. May design spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations.
  14. Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, taking meeting minutes, tracking attendance at meetings, and other matters, as requested.
  15. Update faculty websites.
  16. Identify problems with workflow, equipment and environment. Make suggestions for improving the workplace. Manage ordering, stocking, distribution of office and kitchen supplies, and incoming and outgoing mail and packages.
  17. Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems.
  18. As assigned, provide coverage in all faculty support areas and other administrative departments.
  19. Perform additional duties incidental to office activities as necessary to maintain highest level of support and 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 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 of Windows and Microsoft product, i.e., Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.
  2. Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Cover letter strongly encouraged. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to represent the school professionally at events; demonstrated excellence in customer service.
  3. Excellent attendance record. Ability to function effectively as part of a team to provide support to faculty and Yale SOM departments.
  4. Ability to organize an extremely large amount of information and variety of subject material.
  5. Ability to effectively prioritize, multitask, and regularly solve problems, take initiative, and anticipate actions needed. Ability to properly use independent judgment.

Preferred: 

Bachelor’s degree. Experience with event support, administrative support, learning management system, and expense management. Web maintenance skills. Ability to provide basic AV support. Experience with 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.

Apply Now