Senior Administrative Assistant, FAS Dean’s Office

24-May-2023

Faculty of Arts & Sciences – Office of the Dean

81589BR

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

1 Hillhouse Avenue
New Haven, CT 06511

Position Focus:

Reporting to the Assistant Director of Faculty Affairs, this position will have two main areas of responsibility. The first will be to provide a high level of confidential administrative and operational support to individuals in the FAS Dean’s office suite, particularly the Dean who oversees FAS Science and Diversity and Faculty Development. The second will be to work with the faculty communications and programming team, led by the Assistant Dean for Faculty Development and Outreach, providing support for initiatives and messages. This position serves as one of the primary interfaces for the FAS Dean’s Office with FAS departments, other Yale units, and faculty, staff, students, alumni, and visitors from across campus and other organizations.

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:

Demonstrated ability to prioritize work, multi-task and meet deadlines with multiple stake holders in a time sensitive environment. Ability to exercise strong independent judgment and demonstrated thoroughness, accuracy, attention to detail and follow-through in execution of tasks. 

Required Skill/Ability 2:

Demonstrated professionalism and experience maintaining strict confidentiality. Demonstrated ability dealing in a sensitive manner with diverse groups of people with matters requiring a high level of discretion and good judgment. 

Required Skill/Ability 3:

Demonstrated high-level administrative support skills, including complex calendar management. Demonstrated ability to manage meetings and conferences. Ability to coordinate travel, and to prepare meeting materials and reports. 

Required Skill/Ability 4:

Strong verbal and written communication skills. Demonstrated ability to proofread and format messages using a high level of attention to detail. Highly motivated, creative, and flexible with a positive, can-do attitude. Willingness to assist without hesitation. Demonstrated ability to take initiative. 

Required Skill/Ability 5:

Excellent computer skills including well-developed knowledge of Microsoft Office programs (MS Word, Excel, PowerPoint, Outlook or equivalent). 

Preferred Education, Experience and Skills:

Experience working in an academic department and/or working with faculty members either at Yale or another institution.  Experience formatting and updating text using digital content management and/or messaging tools a plus.

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).

Note

Yale University is a tobacco-free campus