Sr Admin Asst Yale College Dean's Office Job at Yale University
Sr Admin Asst Yale College Dean's Office
Yale College - Student Affairs - Undergraduate Organizations
79282BR
Yale Posting Status
CLOSED TO FURTHER APPLICATIONS
University Job Title
Senior Administrative Assistant
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Work Location
Central Campus
Worksite Address
55 Whitney Avenue
New Haven, CT 06510
New Haven, CT 06510
Work Week
Standard (M-F equal number of hours per day)
Searchable Job Family
Administration
Total # of hours to be worked:
37.5
Position Focus:
The Senior Administrative Assistant (SAA) provides support for the Dean of Student Affairs, assistant deans, and other student affairs staff. This position focuses on supporting the work of the Executive Committee, Student Organizations, and Special Projects but is expected to assist with other projects in the department, as well as offering support to the larger YCDO. The position requires handling of confidential information, balances ongoing workflow with time sensitive and emergent situations, and triages escalation. High-level of knowledge of computer database, survey and messaging systems preferred. Working collaboratively as part of a team, the SAA works with colleagues in and across the YCDO, other University departments, students, parents, and faculty. The position may supervise student employees. The SAA reports to a member of the Student Affairs team who coordinates administrative work across the unit. The SAA will perform additional duties incidental to office activities as necessary to maintain the highest level of administrative support.
Essential Duties
1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.
Required Education and 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 Skill/Ability 1:
Attention to detail, excellent editing skills, accurate record-keeping. Ability to work independently and under pressure. Demonstrated excellent judgment when handling problems. Demonstrated ability managing confidential information. Superb interpersonal skills, ability to work with students, faculty, staff and parents in a professional manner.
Required Skill/Ability 2:
Proven ability to work in a fast-paced, student/client-focused environment and maintaining a positive attitude while multi-tasking; ability to manage frequent interruptions and stay focused on core tasks. Ability to work across units and work with multiple supervisors.
Required Skill/Ability 3:
High level of demonstrated computer skills, such as CRM, databases, messaging systems, websites, survey software, and capability to learn new software applications (e.g., Maxient, SalesForce, Banner.) Excellent written and verbal communication skills to generate messages, announcements, reports and emails for students, staff, faculty and families of students.
Required Skill/Ability 4:
Ability to work a schedule that is sometimes outside of typical office hours. Available mid-July to mid-September and for occasional evening or weekend events during the year. Interest in and ability to take on new assignments as office needs shift and new initiatives and programs are developed, tested and implemented.
Required Skill/Ability 5:
Appreciation for the work of the Student Affairs office and a commitment to getting the tasks completed in a professional, efficient and highly-collaborative manner and a strong commitment to being part of an inclusive, respectful climate.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Drug Screen
No
Health Screening
No
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
COVID-19 Vaccine Requirement
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.
Posting Disclaimer
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
W.L. Harkness Hall, 3rd Floor, Room 303
100 Wall Street, New Haven CT 06511
203-432-0849
equity@yale.edu
Note
Yale University is a tobacco-free campus
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