Senior Admissions Specialist

26-Sep-2022

School of Management – Admissions

76306BR

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

165 Whitney Avenue
New Haven, CT 06511

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:

The Senior Admissions Specialist provides high-level administrative support to accomplish the recruiting and admissions objectives of the Yale School of Management (Yale SOM) MBA Admissions Office. Serves as a first point of contact for all prospective candidates, administers the campus visit and interview programs, and provides event planning and event management support for on-campus Admissions events and special visitors. Reports to the Senior Associate Director for Admissions. Provides administrative support to admissions officers as assigned, including planning, and executing on-campus events as well as the campus visit and interview program. Serves as point of contact for prospective candidates. Helps ensure that Yale MBA Program candidates receive the best client experience in-person, via phone and email. Participates in the development of new systems and procedures as required by the launch of new initiatives. Serves as a resource and source of information to applicants, students, staff, faculty, and alumni on admissions policies, procedures, and Yale SOM academic and extracurricular programs via heavy phone and email correspondence. Corresponds directly with applicants to resolve application file issues for completeness, accuracy, and timeliness of submitted information. Troubleshoots applicant issues, creatively solve problems, and move candidates through the application process as efficiently as possible. Supports the campus visit program, including scheduling visits, arranging class offerings, ordering catering and facilities, coordinating student volunteers, and providing tours when needed. Prepares comprehensive and targeted packets for each visitor. Provides support for approximately 1,000 applicant interviews including campus interviews, off-site interviews, and Silver Scholars. Corresponds with students, staff, and faculty as necessary to schedule interviews and ensure completed interview report submission. Provides event planning and event management for on-campus interview days and off-site interviews. Prepares admissions reports by manipulating data using proprietary database. Other responsibilities include correspondence and coordination of arrangements for off-campus events worldwide. Attends events as required to co-host event and oversee on-site logistics. In conjunction with these duties, this position develops and maintains working relationships with a variety of individuals, corporations, or agencies outside Yale University. Participates in high-volume admissions office mailings, routine document filing, and other duties related to the processing of applications over the course of the admissions season. Provides insights and advice on process improvements, analytics, etc.. General support for admissions officers as needed, including submitting Workday reports, ordering supplies for office and staff and other office tasks. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Dept/Section URL

http://som.yale.edu/about/careers

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:

Ability to work with and learn a variety of computer applications. Very strong detail orientation and analytical and data manipulation skills. Strong technical skills in Microsoft Outlook, Word (including merges), Excel in Windows environment, PowerPoint, and Outlook Calendar.

Required Skill/Ability 2:

Exceptional interpersonal skills and strong oral and written communication skills. Writing sample required. Cover letters are strongly preferred. Ability to react and adapt to changing situations appropriately. Team player with ability to represent the Assistant Dean and admissions officers, Yale SOM, and the university in a professional manner.

Required Skill/Ability 3:

Strong independent judgment and capacity to take initiative in a multi-tasking environment with minimal supervision. Ability to be proactive and responsive in a consistent and timely manner; set and maintain a standard of professionalism and accuracy in dealings with all customer groups.

Required Skill/Ability 4:

Ability to relate comfortably and knowledgeably with a wide range of individuals in high-level academic and/or professional positions. Absolute discretion with confidential information and materials.

Required Skill/Ability 5:

Ability to prioritize pending issues and activities, take appropriate initiative without waiting for instructions, and to involve and mobilize other team members when a particular situation warrant is integral to this role.

Preferred Education, Experience and Skills:

Bachelor’s degree. Experience in an admissions office. Existing working relationships with individuals within Yale University, and knowledge of the Yale SOM MBA program. Experience with customer management systems and Yale’s electronic systems (Banner, Technolutions Slate, and Workday). Global orientation.

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