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 Skill/ability 1: Strong interpersonal skills and ability to work effectively with a wide variety of people. Ability to work independently and to contribute to team objectives. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).
Required Skill/ability 2: Strong oral and written communications skills and ability to create communications that are thorough, helpful, and reinforce YAA's mission. Ability to provide excellent customer service via phone, email, and in person.
Required Skill/ability 3: Outstanding organizational skills, accuracy, and attention to detail. Ability to meet deadlines, juggle multiple projects simultaneously, and tolerate interruptions. Ability to maintain strict confidentiality.
Required Skill/ability 4: Flexibility and agility in response to new situations and changing work demands. Ability to work in a high-pressure environment while maintaining professionalism. Demonstrated ability to show initiative and to learn new skills.
Required Skill/ability 5: Demonstrated ability using Microsoft Office applications such as Outlook, Word, Excel, and PowerPoint. Ability to master new IT tools, resources, and databases.
Preferred Education: Knowledge of the University and YAA's programs. Experience with alumni affairs, nonprofits, or event planning. Familiarity with Yale's financial system (Workday) and alumni database (Hopper). Facility with data analysis. Experience with Zoom, Canva, and MS Teams and with social media in a professional environment.
Work Week: Standard (M-F equal number of hours per day)
Posting Position Title: Senior Administrative Assistant
University Job Title: Executive Assistant, Yale Alumni Association
Preferred Education, Experience and Skills: Knowledge of the University and YAA's programs. Experience with alumni affairs, nonprofits, or event planning. Familiarity with Yale's financial system (Workday) and alumni database (Hopper). Facility with data analysis. Experience with Zoom, Canva, and MS Teams and with social media in a professional environment.
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.