Job title: Senior Administrative Assistant
Company: Yale University
Job description: Essential Duties1. 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 Education and ExperienceSix 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.Weekend Hours Required?NoEvening Hours Required?NoDept/Section URLhttps://www.physics.yale.eduDuration TypeRegularWork WeekStandard (M-F equal number of hours per day)Drug ScreenNoHealth ScreeningNoBackground Check RequirementsAll 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.Searchable Job FamilySecretarialExternal Gateway Posting Date28-Mar-2025Total # of hours to be worked:17.5Position Focus:Reporting to the Administrative Services Supervisor, this position provides high-level administrative support to high-volume faculty, research staff, and students in the Department of Physics. Serves as a source of information to faculty, students, visitors, etc. on Yale policies and procedures. Compose, format, compile data, and prepare first drafts of written correspondence such as but not limited to: letters, memos, reports, PowerPoint presentations, course documents, and other materials; proofread, edit, and review materials for grammar, accuracy, and completeness. Coordinate travel arrangements, prepare and submit expense reports, and other business-related transactions supporting the unit. Schedules and provides on-site support for meetings. Organizes, coordinates, and implements department-specific events as needed, including but not limited to the coordination of catering and other necessary refreshments. Oversee the use and maintenance of office equipment. Provides teaching faculty with appropriate support such as, but not limited to, typing exams, providing administrative support of Canvas tools, and coordinating with the Office of Institutional Equity & Accessibility on relevant matters. Coordinate repairs and floor maintenance with relevant service providers by following the processes set forth by the Office of Facilities. Regularly maintains optimal office, lab, and computer supplies as directed. Sort and distribute mail. Gather research papers and special orders. Provide coverage as needed for other administrative assistants. Other duties as assigned.Posting DisclaimerThe 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.Compensation GradeLabor Grade DBargaining UnitL34 – Local 34 (Yale Union Group)Supervisory OrganizationPhysics – Business OfficeTime TypePart timeRequired Skill/Ability 1:Excellent computer skills, including proficiency in Windows and Microsoft products: Word, Excel, Outlook (Calendar), PowerPoint, or equivalent.Required Skill/Ability 2:Ability to function independently and effectively while engaging successfully as a team member.Required Skill/Ability 3:Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct manner. Excellent attention to detail, accuracy, and adaptability.Required Skill/Ability 4:Demonstrated ability to prepare and submit transactions in the following categories using Workday: expense reports, reimbursements, requisitions, and purchase orders.NoteYale University is a tobacco-free campusWage RangesClick to see our Wage RangesWork ModelOn-site
Expected salary:
Location: Yale, MI
Job date: Sun, 30 Mar 2025 04:23:07 GMT
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Senior Administrative Assistant
