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Senior Administrative Assistant
$111k-133k (estimate)
Other 1 Month Ago
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Demo160: Core Template TEMC is Hiring a Remote Senior Administrative Assistant

Overview

The Yale Jackson School of Global Affairs opened in July 2022 and is the first professional school that has been to be established at Yale since 1976. The Jackson School of Global Affairs offers interdisciplinary academic programs that inspire and prepare Yale students for global leadership and service. Reporting to the Operations Manager, and working in a team environment, the Senior Administrative Assistant provides high-level administrative support to Yale Jackson School faculty, students, and programs.

The Senior Administrative Assistant performs all necessary functions for daily operations and programmatic/faculty support, including but not limited to: scheduling and coordinating meetings and appointments; making complex international and domestic travel arrangements for faculty, staff, and guests; organizing and supporting event activities, including reserving space for events and seminars, media services and catering; screening and responding to internal and external inquiries; other day-to-day logistical support. Provides high-level administrative services assisting faculty members in all areas, including administrative support for their teaching and research, support for financial transactions, and course support. As a member of the Business Office, completes financial transactions and assists with faculty appointments and onboarding activities. May perform other duties as assigned. 

Qualifications

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.

  • Demonstrated ability to multi-task and prioritize a variety of complex tasks. Demonstrated ability to remain highly organized and focused with frequent interruptions. Demonstrated ability to meet strict deadlines with accuracy and attention to detail.
  • Excellent computer skills incl. well-developed knowledge of Windows/Microsoft products: Word, Excel, Outlook, Outlook, and PowerPoint or equivalent. Web maintenance skills. Ability to perform library and internet research. Ability to learn new computer programs and adapt quickly and proficiently to new technology including AV systems, policies and procedures.
  • Demonstrated ability to provide a high level of customer service/interpersonal skills both in person, phone and written communications. Excellent verbal and written communication skills. Ability to maintain confidentiality and discretion.
  • Demonstrated administrative support skills. Highly motivated, creative and flexible with a positive, can-do attitude. Team player willing to assist without hesitation.
  • Ability to work independently and exercise sound judgment. Ability to prioritize and solve problems. Strong attention to accuracy and detail. Demonstrated ability to take initiative and anticipate actions needed.
  • Preferred Education, Experience and Skills:

    Experience with Expense Management, Canvas, SciQuest, and Workday. Experience in an academic or research environment.

     

    Responsibilities

  • 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.
  • Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
  • 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.
  • 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.
  • Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
  • 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.
  • 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.
  • Job Summary

    JOB TYPE

    Other

    SALARY

    $111k-133k (estimate)

    POST DATE

    03/30/2023

    EXPIRATION DATE

    01/24/2025

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