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Senior Administrative Assistant for Faculty Support and Entrepreneurship

Detailed Job Listing:

JOB FAMILY: CLERICAL AND TECHNICAL

STARS Requisition: 94526BR
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant for Faculty Support and Entrepreneurship
Grade: D

Position Focus:

Provide high-level administrative and operational support for the Entrepreneurial Programs of Yale School of Management (SOM) and assist faculty members dedicated or team support) in all areas including teaching and research, copy-editing, event coordination, and financial transactions.

Essential Duties:

  1. Oversee and coordinate administrative program and office activities for SOM Entrepreneurial Programs (EP) Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.
  2. Coordinate logistics for events, conferences, seminars, and programs on and off campus including site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare materials, required forms, and reimbursements.
  3. Organize and manage logistics for student entrepreneurs
  4. Maintain EP website. May work on faculty web sites. Manage social media presence. Write blog posts and contribute other media related to the EP to the POE blog and related websites.
  5. Maintain complex calendars for staff and faculty. Schedule and coordinate meetings and appointments.
  6. Manage domestic and international travel and speaking schedule
  7. Format, prepare, edit, proofread a variety of material for grammatical and factual accuracy. Research and fact check cases and current events. Work with co-authors and editors to coordinate printing deadlines. Research and draft article
  8. Supports courses for faculty; may include complex core courses. Secure or purchase teaching materials. Obtain copyright permission. May scan course work. Uses learning management system to upload syllabus, materials, create assignments, discussion boards, groups and publishes with faculty permission. May assist with classroom exercises, guest lecturers, and podium support.
  9. Support assigned remote courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for remote course meetings, virtually 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, alert Media Services of any technical problems in the Zoom room, and moderate participation.
  10. Search for information and articles on-line and in various libraries. Submit research papers online.
  11. Gather, compile, organize, manipulate data to create reports or summaries. May design and set up spreadsheets, graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.
  12. Use the University’s electronic systems for expense management, complex international travel booking and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work with business office in execution of all financial transactions. Prepare all documents in accordance with University policies and procedures.
  13. Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence.
  14. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace.
  15. Greet visitors; answer and screen telephone calls. .
  16. Order supplies, equipment, stationery and business cards.
  17. Prepare/drop off outgoing mail and packages at mailroom and pick up, sort and distribute incoming mail.
  18. Track and share tasks and responsibilities using Asana or another workflow tool.
  19. Perform additional duties incidental to office activities as necessary to maintain the highest level of customer service.
  20. As assigned, provide coverage in all faculty support areas and other administrative departments.

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's Degree; or little or no work experience and a Bachelor's Degree in a related field; or an equivalent combination of education and related experience.

Required Skills & Abilities:

  1. Excellent computer skills including knowledge of Mac OSX and well-developed knowledge of Windows and Microsoft products. Excellent skills in Word, Excel, Outlook Calendar, and PowerPoint. Ability to perform library and Internet research.
  2. Excellent proofreading, editing, and writing skills for drafting material for blogs and website. Cover letter strongly encouraged. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner.
  3. Superior interpersonal skills; polished, outward facing demeanor. Ability to work independently and create good relationships as a representative of the program. Ability to represent School professionally at events. Ability to work or flex time for occasional overtime and/or weekends. Ability to travel.
  4. 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 attendance record. Ability to properly use independent judgment. Work with conflicting demands and deadlines.
  5. 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, details, and thoroughness. Take initiative and anticipate actions needed.

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.

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