Senior Administrative Assistant, YSN Dean’s Office

03-Oct-2022

School of Nursing – Dean’s Office

76453BR

University Job Title

Senior Administrative Assistant, YSN Dean’s Office

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Worksite Address

400 C28 Admin West Campus Drive
Orange, CT 06477

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 the Sr. Executive Administrator, provides a high level of confidential administrative support to the Dean of the School of Nursing. Manages complex calendar, prepares domestic and international travel arrangements, arranges and prepares for meetings and conferences, processes expenses and financial transactions for the Dean’s Office. Supports the School’s Senior Leadership Team as needed. Must be able to work independently with minimal supervision and demonstrate excellent judgement.  Strong executive customer service skills required. In all work, supports YSN diversity and inclusion values and commitments . A cover letter and resume are required with this application. 

Essential Duties

1. Coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Monitors expenditures and reconciles financial statements. 3. Maintains overall electronic filing system and paper files for the Dean’s Office. 4. Participates in high level activities and functions as a representative of the Dean’s Office. 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:

Proven proficiency in an executive support position, working with high level administrators/executives. Highly developed and demonstrated customer service skills, in person, via email and on the telephone. Excellent attendance and punctuality. Ability to communicate effectively both orally and in writing. Courteous and professional.

Required Skill/Ability 2:

Demonstrated ability to work independently as well as part of a team. Ability to prioritize and meet multiple deadlines, problem-solve and resolve complex issues using good judgment, initiative, diplomacy and excellent customer service skills. Demonstrated proficiency coordinating domestic and international travel and organizing related itineraries.

Required Skill/Ability 3:

Proven ability to understand and implement non-routine instructions and general policy statements when required. Well-developed analytic, written/verbal communication and interpersonal skills, and ability to respond in a constructive and timely manner. Demonstrated organizational skills, ability to work under pressure with interruptions and ability to multi-task.

Required Skill/Ability 4:

Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion and good judgment. Able to provide good judgment and demonstrated thoroughness, accuracy, attention to detail and follow-through in execution of tasks.

Required Skill/Ability 5:

Proficiency with Word, Excel, PowerPoint, Outlook (superior Calendar skills).  Demonstrated ability scheduling and managing meetings and conference.

Preferred Education, Experience and Skills:

Experience with Qualtrics. Advanced skills in Excel and PowerPoint. Experience in Workday. Prior experience processing expense reimbursements.

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<mailto:equity@yale.edu>

Note

Yale University is a tobacco-free campus