Senior Administrative Assistant
1 week ago
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.
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.
Position Focus:
Reporting to the Supervisor of Administrative Support, the Senior Administrative Assistant provides high-level administrative and operational support and oversees and coordinates administrative, program, and office activities for a variety of departments within the Yale Library. This position will support departments that include but not limited to: Communications & Development. Areas of support may be adjusted for operational needs. Performs various administrative duties, with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential. Must maintain confidentiality. Composes original correspondence, proofreads and edits documents, reviews outgoing material for completeness and accuracy. Manages complex schedules and calendars and makes travel arrangements. Prepares agenda/materials for meetings and may take meeting minutes. Maintains websites, SharePoint sites, social media sites and other online communication platforms for supported departments. Creates and maintains databases and mailing lists. Supports recruitment and hiring efforts for the department. Coordinates and schedules candidate interviews including arranging travel, hotels, interview schedules, booking rooms, communications, and candidate reimbursements. Keeps abreast of Library and University policies and procedures affecting supported departments' business affairs, ensure departmental compliance, and recommend program enhancements in these areas, consistent with university and library objectives and policies; participate in appropriate Library and University committees. Oversees reservations and schedules of rooms and equipment for supported department. May coordinate and support large events, and provide basic tech support (e.g., set for presentations, including streaming and video conferencing.) Provides backup support for other Yale Library Sr. Administrative Assistants. May screen telephone calls, assess priorities for contacting individuals. May assist with the preparation of materials for supplies, grants, contracts or budgets. Performs other related duties as assigned.
Preferred Education, Experience and Skills:
Demonstrated strong interpersonal, relational, attention to detail and customer service skills.
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.
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