Senior Administrative Assistant | Yale University - Military Veterans

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. Preferred Education:   Prior knowledge of website maintenance is strongly desired. Preferred Education, Experience and Skills:   Prior knowledge of website maintenance is strongly desired. Required Skill/ability 5:   Demonstrated positive attitude and approach to work. Ability to make decisions independently when appropriate. History of excellent attendance/punctuality record. Posting Position Title:   Senior Administrative Assistant Required Skill/ability 3:   Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook. Ability to schedule and coordinate meetings and appointments. Work Week:   Standard (M-F equal number of hours per day) University Job Title:   Senior Administrative Assistant Required Skill/ability 1:    Demonstrated ability to work in a team as well as independently. Ability to learn new computer systems. Ability to represent the Program and the University professionally. Required Skill/ability 4:   Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even with conflicting demands. Excellent written and verbal communication skills. Ability to take on additional administrative responsibilities as needed. Required Skill/ability 2:   Excellent organizational skills with strong attention to detail. Demonstrated ability to multitask, prioritize tasks, meet deadlines and work effectively with conflicting and competing deadlines and time constraints. Excellent customer service skills. Ability to exercise discretion and maintain strict confidentiality in handling sensitive materials. 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.