Sr. Administrative Assistant

3 weeks ago

New Haven, United States Yale University Full time

Position Focus:

Reporting to the Center for Language Study Director, the Senior Administrative Assistant provides a high level of administrative, clerical, and financial support. The position supports the Center for Language Study (CLS) and the English Language Program (ELP), including administrative support for the CLS Director and the CLS Associate Director for English Language Programs. In addition, the position includes handling all customer service and administrative matters related to ensuring efficient and effective operations of the Center for Language Study. Administrative duties to include event planning and support, calendaring and scheduling, room reservations, compiling, creating, proofing, and editing meeting materials and agendas, expense management, website maintenance, sending correspondence electronically through Yale Message and to function as an expert resource and contact for students, staff, faculty and visitors to the CLS. Evening and weekend hours required as needed.

Essential Duties

1. Provide a full range of administrative, clerical, and financial support to the Center for Language Study. Assist in coordinating administrative, programmatic, and office activities, and assist with selecting, implementing and coordinating office procedures and systems. Serve as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities of the Center. Perform routine office support activities and maintain operation of office equipment.2. Provide comprehensive support for the English Language Program. Act as registrar for ELP courses and workshops. Maintain a database of ELP students and programs, including courses, assessments, workshops, and tutoring. Generate reports (including enrollments, attendance) for ELP Language Program Director and CLS Director. Coordinate student training on the online speech tutoring system (Carnegie Speech). Support the intensive English Summer Program for graduate students (organize events and activities, assist in preparing budget, documents and materials, support students and faculty). 3. Coordinate event planning for CLS, including conferences, Brown Bags, lectures, workshops and other events and special projects, and provide on-site support; this includes working with service providers (Yale and community), maintaining and updating event budget as needed, researching venues, updating and distributing conference and event schedules and agendas, and organizing event folders. Maintain contact and mail lists.4. Coordinate publicity and marketing for CLS; maintain and update website; design and create brochures, flyers, and other publicity materials for CLS programs and events.5. Perform other related duties as required or assigned.

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:

Intermediate level skills in Microsoft Office applications. Ability to use document and project management tools and programs. Demonstrated ability to compile and generate data for reporting through a range of applications and to organize and maintain paper and electronic files. Demonstrated ability with calendar management.

Required Skill/Ability 2:

Excellent organizational and recordkeeping skills; knowledge of purchasing, budgeting, and accounting procedures and demonstrated ability with financial expense report submission and approvals.

Required Skill/Ability 3:

Ability to work with educational systems. Ability to work effectively with a diverse student, faculty and staff body. Strong customer service orientation and problem-solving skills and ability to work effectively and positively with staff at all levels.

Required Skill/Ability 4:

Ability to work independently and proactively in a busy and demanding environment, with attention to detail. Ability to meet multiple deadlines and excellent attendance and reliability. Ability to maintain discretion for confidential information.

Required Skill/Ability 5:

Prior demonstrated experience providing administrative support. Demonstrated experience in event planning and support. Ability to work occasional evenings or weekends as needed.

Preferred Education, Experience and Skills:

Bachelor’s degree

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

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.

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