Senior Administrative Assistant

10-Oct-2022

Yale Conference and Events

76655BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

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

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Reporting to Executive Director of Yale Conferences and Events (YC&E), the Senior Administrative Assistant will hold a pivotal role for YC&E and is responsible for providing a wide range of administrative and financial support and oversight to the department in a fast-paced, high volume program and event services department. The position will be aware of daily events supported by YC&E. Will provide direct support to the YC&E Leadership Team. Coordinate required office services with various other University departments. This position serves as a central function for assisting with all resources and providing general department function information to staff, student employees and seasonal staff. Will assist Finance team with Workday input, cross-train and support as needed with day-to-day transactions related to p-card expense reports, cash sales or A/P.  May provide coordination or assistance at YC&E events. The Senior Administrative Assistant will be a key member of the Summer team, working to ensure an optimal summer experience for participants, clients and internal staff utilizing strong organizational skills. During the academic year, support the oversight and help coordinate task activities for Yale student workers. The Conferences & Events department is a self-funding department that serves as an ISP (Internal Service Provider) to both Yale internal and external clients.

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:

Knowledge of higher education setting and/or hospitality industry experience.

Required Skill/Ability 2:

Strong team player with attention to detail and superior organizational, analytical and interpersonal skills to work with a range of individuals.

Required Skill/Ability 3:

Strong work ethic and ability to excel in a fast paced, results-oriented customer service setting.

Required Skill/Ability 4:

Excellent oral and written communication skills.

Required Skill/Ability 5:

Advanced knowledge of Microsoft Office software (Word & Excel) including performing merges, edits, and manipulation of data to generate complex reports.

Preferred Education, Experience and Skills:

Ability to compile a range of data from various sources, from individuals by asking questions, or from one or several databases. Experience processing transactions in Workday as well as experience using Egencia, StarRez, Cvent, Salesforce, EMS or equivalent software, Microsoft Office and MyTime. 

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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

[email protected]<mailto:[email protected]>

Note

Yale University is a tobacco-free campus