Human Resources - Talent Acquisition - Strategic Sourcing - Talent Scouting - IEP & YTSS

84662BR

Senior Administrative Assistant

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

Click here to see our Wage Ranges

Secretarial

37.5

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

Central Campus

221 Whitney Avenue
New Haven, CT 06511

On-site

Yale Temporary Staffing Services (YTSS) is a team of highly professional Clerical & Technical employees who are assigned to a diverse range of departments across campus for temporary assignments. YTSS employees are immersed in many exciting projects, programs and University initiatives at Central Campus, West Campus, and the Medical School. While on assignments, members of this team enjoy a high degree of exposure to many facets of Yale’s rich history and culture. Other significant benefits of the YTSS program include the opportunity to build professional contacts and significantly enhance skills through on-the-job learning.
Note: YTSS positions are regular full-time roles. This position requires the ability to work on-site full-time. Some assignments may be able to offer a hybrid or remote work arrangement based on the operational needs of the unit.

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.

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.

Willingness to accept work assignments in any Yale department on any section of campus(Central, Medical School or West Campus). Flexibility to adapt to new environments and assignments on a regular basis and work on-site full-time as required.

Demonstrated strong administrative, organizational, and customer service skills. Highly developed interpersonal skills as well as strong written and verbal communication skills, including spelling, grammar, and punctuation. Demonstrated strong attention to detail and accuracy.

Demonstrated intermediate computer proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.

Demonstrated ability to manage a broad variety of tasks and shifting priorities in a changing environment, exercise independent judgment, and demonstrate initiative. Proven ability to work independently with limited supervision and collaborate as part of a team.

Demonstrated excellent attendance and punctuality, to be affirmed by references.

Occasional

Occasional

No

No

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.

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:
https://covid19.yale.edu/health-guidelines