International Development Sr Administrative Asst

3 weeks ago

New Haven, United States UnChained Full time

Job Description 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. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts, and budgets. Monitors expenditures and reconciles financial statements. 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. 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. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. Formats, keyboards, proofreads, 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. 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 Associates degree; or little or no work experience and a Bachelors degree in a related field; or an equivalent combination of experience and education. Position Focus: Reporting to the Associate Director and Program Manager, the International Development Senior Administrative Assistant provides comprehensive and high-level administrative, database, travel, and event planning support to frontline gift officers on the International Development team to advance their mission to cultivate, solicit, and steward international donors and prospects. Details on the various areas of responsibility are provided below. Data related responsibilities include entering large volumes of data into the alumni and donor database; generating database reports and participating in new reports and database projects as needed; ensuring the accuracy of information relayed to prospects and donors as well as the accuracy of data in the alumni and donor database; designing, developing, and producing ad hoc reports and analyses by assimilating data from multiple sources; identifying and requesting needed database changes to support reporting and analysis; and updating and improving the teams organizational systems and reporting. Responsibilities related to travel and events include producing high-level travel itineraries for the team and administrators at Yale, including the president, vice presidents, and deans and directors; preparing complex expense reports; coordinating regional and international events including compiling and maintaining attendance lists, extending invitations, and confirming attendance; and coordinating special events (e.g., campus visits) to ensure their timely and successful completion. Communications related responsibilities include organizing and executing both hard-copy and online mailings to various constituencies; writing, formatting, editing/proofreading, and assembling briefings and correspondence materials for the team and other administrators at Yale; drafting and/or assisting with various communications including responses to gift inquiries; and responding to phone calls, e-mail, and mail. Preferred Education, Experience, and Skills: Knowledge of fundraising practices, as well as development data/database management systems. Knowledge of one or more foreign languages. Experience in a university setting. Required Skill/Ability 1: Exceptional attention to detail and accuracy. Ability to function effectively in a busy, deadline-oriented office environment. Outstanding organizational skills, ability to prioritize work/meet tight deadlines. Proven ability to multi-task for multiple staff and successfully handle competing priorities. Required Skill/Ability 2: Strong interpersonal skills. Team player, ability to be flexible, cooperative, and engaged in the work of the team. Ability to work collegially with peers, colleagues, and others within/outside the university. Required Skill/Ability 3: Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). Comfort working with foreign names/addresses and communicating with individuals in other countries. Required Skill/Ability 4: Excellent computer skills, including knowledge of Microsoft products; advanced knowledge of Word and Excel. Proven experience managing data using a database. Comfort learning new technology. Strong communication skills; proficiency with spelling, punctuation, and grammar; ability to accurately proofread correspondence. Required Skill/Ability 5: Able to maintain confidentiality. Ability to communicate effectively with top-level donors and senior Yale administrators. Reliability, punctuality, and an excellent record of attendance. Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy. J-18808-Ljbffr

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