Senior Administrative AssistantYale University • New Haven, CT, US
Senior Administrative Assistant
Yale University • New Haven, CT, US
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job_description.job_card.job_descriptionExceptional attention to detail, strong organizational and follow-up skills, demonstrated ability to multitask, meet deadlines, and thrive in a fast-paced environment. Strong verbal, written, and interpersonal communication skills. Self-motivated with the ability to take initiative, solve problems, and make independent decisions. Proven ability to handle sensitive information with discretion, confidentiality, and diplomacy. Proven ability and experience managing financial transactions, including expense reimbursements. Proven experience in organizing and coordinating events, including logistics, catering, and travel arrangements. Ability to support faculty and students and manage the academic appointment lifecycle. Proven record of reliability, punctuality, and strong attendance. Flexibility to work occasional evenings and weekends. Demonstrated intermediate proficiency with Microsoft Office applications, including Word, Excel, and Outlook. Fluent in Spanish or / and Portuguese. Familiarity with Yale or experience in a university setting working directly with faculty and students. Previous experience supporting faculty and students and managing the academic appointment lifecycle. Prior experience with Workday and Interfolio. Ability to learn new technologies quickly and adapt to changing work environments. Overseeing and coordinating administrative, program, and office activities. Establishing, selecting, implementing, and coordinating office procedures and systems. Serving as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. Overseeing, instructing, and coordinating activities of support staff. Overseeing the preparation of materials for grants, contracts and budgets. Monitoring expenditures and reconciling financial statements. Providing editorial support for a journal / publication. Proofreading and editing material for grammatical and factual accuracy. Tracking copy through various editing and production stages. Communicating with authors, printers, and others concerned with published work. Determining administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembling and arranging for necessary items. Determining sources of data. Compiling, synthesizing and manipulating data. Summarizing findings and writing reports or portions of reports. Greeting visitors. Answering and screening telephone calls. Assessing nature of business. Responding to requests for information and providing assistance. Screening and responding to mail. Formatting, keyboard, proofreading, and editing correspondence, reports, manuscripts, grants, and other material. Assembling attachments and corresponding material. Reviewing outgoing material for completeness, dates, and signatures. Composing substantive correspondence and written material. Coordinating travel arrangements. Scheduling and coordinating meetings and appointments. Ordering and maintaining inventory of supplies. Taking minutes or dictation. Performing additional functions incidental to office activities. 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.
Senior Administrative And Chair's Assistant
Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!
This Senior Administrative And Chair's Assistant will join the three-person administrative team in the Department of Spanish and Portuguese, reporting to the Operations Manager. The role provides vital support to the Chair, faculty, and students, manages the academic appointment lifecycle, handles financial transactions, and coordinates events.
Duties to include :
- Works with the Chair on faculty affairs processes for ladder, instructional, secondary, and visiting faculty, including searches, recruitment, appointments, promotions, reappointments, on-boarding and terminations.
- Manages all visa requests promptly and tracks the status of each case.
- Serves as resource for the Chair, faculty and students on Yale processes, policies, procedures, forms, and other activities.
- Manages student job postings, hiring, timesheet approvals, and payment processing in SEO.
- Supports event planning, including budgeting, event setup and cleanup, AV and space coordination, booking guest travel and lodging, and ordering catering.
- Processes expenses for faculty and students, including supplier setup, processing invoices, expense reimbursements, supplier invoice requests, cash sales and purchase orders in Workday.
- Performs additional functions as needed.
- Flexibility to work occasional evenings and weekends.
This position offers a balanced 30-hour workweek (four 7.5-hour days) and includes a full benefits package including medical, dental, vision, and paid time off. Required Skills and Abilities include :
Preferred Skills and Abilities include :
Principal Responsibilities include :
Required Education and Experience includes :
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