Job Family: Clerical and Technical
STARS Requisition: 87520BR
University Job Title: Senior Administrative Assistant
Department Job Title: Senior Administrative Assistant
Grade: D
Position Focus:
Provides high-level administrative services for the International Center for Finance at Yale School of Management. Under the supervision of ICF Director, assists ICF faculty members and ICF staff in all areas including teaching and research, editing, and support for financial transactions.
Essential Duties:
- Maintain complex calendar for the Faculty Director of the ICF and faculty team. Schedule and coordinate meetings and appointments. Coordinate and synchronize electronic calendar for faculty.
- Manage Faculty Director’s extensive travel and speaking schedule which involves arranging complex out of state and foreign travel up to several times per month. Coordinate the logistics of reimbursement from multiple sources.
- Assist in the coordination of logistics for conferences, seminars, and programs held on and off campus. Under the direction of the ICF Director, assist with itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare required forms and reimbursements.
- Interact with ICF Advisory Board members, alumni, and donors, to coordinate visits and maintain records.
- 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 closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.
- Format, prepare, 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. Assemble attachments and review outgoing material for completeness.
- Scan course work and other documents. May assist with classroom exercises and set-up. 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 learning management system.
- 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.
- Search for information on-line and in various libraries (ORBIS, Blue Book Citation, download articles). Submit research papers on-line.
- 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.
- Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters, as requested.
- 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.
- 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'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:
- Excellent computer skills including Windows and Microsoft products: Word, Excel, Outlook, Outlook Calendar, and PowerPoint or equivalent. Ability to perform library and Internet research.
- Excellent proofreading, editing, and writing skills for drafting material. Writing sample required at interview. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to represent school professionally at events.
- 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, and thoroughness.
- Excellent attendance record. Ability to properly use independent judgment. Ability to effectively prioritize and accomplish work as directed by others, and to regularly solve problems, take initiative and anticipate actions needed. Work with conflicting demands and deadlines.
Preferred:
Working knowledge of Yale policies and procedures and experience with event support. Bachelor degree. Experience with electronic learning management system. Prior administrative support experience. Web maintenance skills.
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.