Job Family: Clerical and Technical
STARS Requisition: 92214BR
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant
Grade: D
Work Model: Hybrid
Position Focus:
The Senior Administrative Assistant at Yale School of Management (SOM) provides high-level administrative support and assists faculty members in all areas including teaching and research, editing, support for financial transactions, and activities related to the Initiative on Leadership & Organization (ILO). Under the supervision of faculty members and the Senior Associate Director, serves as a member of the academic support team.
Essential Duties:
- Oversee and coordinate administrative program and office activities for faculty. Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.
- Organize and manage logistics for ILO sponsored conferences and events for faculty members and PhDs (25-75 attendees). Responsible for arranging complex international and domestic travel for attendees, publicity, catering, entertainment, and accommodations. Prepare required forms and reimbursements.
- Responsible for logistics for seminars and programs, including site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Maintain electronic calendar.
- Format, keyboard, edit and proofread a variety of material. Research and fact check cases and current events. Proofread and edit material for grammatical and factual accuracy, work with co-authors and editors to coordinate printing deadlines. Research and draft articles.
- Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation.
- Assist with classroom exercises, classroom set-up, and PowerPoint presentations. Scan course work and other documents. Download and upload course related information for the web for faculty course work and research. Secure/purchase teaching material and obtain copyright permissions from publishers. Post course material to web-based learning management system.
- 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.
- 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.
- Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process.
- Assist faculty members with various activities which can include large mail merges for letters of recommendations, recruitment and other correspondence, scheduling, and other matters, as requested.
- May work on faculty web sites as directed by faculty member.
- Identify problems with workflow, equipment and environment and make suggestions for improving the workplace.
- Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems.
- Order supplies, equipment, stationery, and business cards.
- Prepare/drop off outgoing mail and packages at mailroom and pick up, sort, and distribute incoming mail.
- Serve as member of faculty support team and provide back up for other faculty support staff.
- Perform 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 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:
- Excellent computer skills in Windows and Microsoft products: Word, Excel, Outlook, Outlook Calendar, and PowerPoint or equivalent. Ability to perform library and academic Internet research.
- Excellent proofreading, editing, and writing skills for drafting material. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Cover letter strongly encouraged.
- Superb organizational skills. Ability to organize an extremely large amount of information and variety of subject material. Ability to function effectively as part of a team.
- Excellent attention to detail and accuracy with a demonstrated ability to concentrate and perform with constant and varied interruptions. Ability to prioritize to meet deadlines and follow schedules, multi-task effectively with a strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines, in an organized manner.
- Excellent attendance record. Ability to properly use independent judgment. Ability to effectively prioritize and accomplish work for several faculty members and to regularly solve problems, take initiative and anticipate actions needed.
Preferred:
Bachelor’s degree. Experience designing physical and digital media. Web maintenance skills. Working knowledge of Yale policies and procedures, experience supporting events, experience in an administrative support position. Experience with electronic learning content system.
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.