Sr Admin Assistant, V.P. Office, Development

2 months ago

New Haven, United States Yale University Full time

Position Focus:

Reporting to the Executive Assistant to the Vice President, the Senior Administrative Assistant in the Office of the Vice President for Alumni Affairs & Development provides a comprehensive range of high level administrative and secretarial support to the Vice President, Associate Vice President, and other members of the Vice President’s team. The Senior Administrative Assistant is a key and valued member of the team and is involved in a wide range of activities that routinely require collaboration, attention to detail, and effective communication and often require discretion and the ability to maintain confidentiality.

Essential Duties

1. Serves as a primary point of contact for the Office of Development and as a resource to other units; greets visitors, fields phone calls and e-mail messages from alumni, donors, University offices and others, gathers information, and refers or responds as appropriate. 2. Provides high level scheduling support, often involving complicated planning and requiring follow-through, proactive thinking, and careful attention to detail. 3. Makes detailed travel arrangements, often for trips with complex itineraries and involving other university senior level administrators. 4. Prepare complex expense reports, check deposits, and, as needed, other financial transactions. 5. Composes substantive correspondence and written material. Conducts research and assembles related materials, as appropriate. Formats, edits, and proofs correspondence and other often critical and highly confidential documents. 6. Updates the prospect and donor information for high level donors in the alumni/donor database, assists with the development and implementation of the high level, comprehensive and complex database reporting needs of the unit requiring extensive use of Excel. Proactively suggests database and process improvements and actively assists with implementation. Serves as local expert/resource for alumni/donor database issues taking an active team role in meeting the alumni/donor database needs of the Office of Development. 7. Organizes meeting logistics and materials in preparation for meetings. Determines administrative and equipment needs for meetings and conferences. Assembles and arranges for necessary items. 8. Receives, reviews, and makes decisions on the referral of paper and electronic mail, including correspondence and other materials. Oversees files, including electronic filing of documents. Coordinates and monitors deliveries and pick-ups. 9. Provides high level, comprehensive administrative and logistical support for various projects, programs, and events as 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:

Exceptional interpersonal skills; proven ability to work collegially and effectively with people from all levels of the organization. Demonstrated ability to work both independently and collaboratively as part of a team. Ability to provide excellent customer service via phone, e-mail and in-person.

Required Skill/Ability 2:

Demonstrated ability to take initiative, multi-task and manage a wide variety of complex tasks in a time-constrained environment and requiring highly effective organizational and problem-solving skills, sound independent judgment, and the ability to prioritize – all with minimal supervision.

Required Skill/Ability 3:

Excellent oral and written communication skills, including editing and proofreading skills. Accuracy and exceptional attention to detail. Professionalism, maturity and the ability to maintain strict confidentiality on matters requiring discretion. Ability to demonstrate grace under pressure.

Required Skill/Ability 4:

Exceptional computer skills, including knowledge of Microsoft products; high proficiency in Word and Excel. Knowledge of databases, PowerPoint and other technology. Above average keyboarding skills. Reliability, punctuality and an excellent record of attendance.

Required Skill/Ability 5:

Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).

Preferred Education, Experience and Skills:

Proven experience in a university/higher education setting.

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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