Senior Administrative Assistant

20-Feb-2024

Facilities & Campus Development

86522BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Facilities

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Outside of campus, within Connecticut

Worksite Address

2 Whitney Avenue
New Haven, CT 06510

Position Focus:

Provide high-level administrative support to Facilities Planning and Project Management Directors and Project Teams in support of Capital Projects and Programs. Assist Directors and Capital Team staff with project-oriented tasks and administrative functions. Serves as liaison and as an administrative project resource. Works collaboratively with Project Managers, Planners, and internal/external contacts to provide information and resolve issues. Assists and supports in the daily coordination of project/program activities. Updates, maintains, and runs project reports and spreadsheets, and provides reporting and problem-solving support. Oversees logistics, researches, and makes recommendations on logistical administrative matters. Assists with preparation, execution, and distribution of project documents including tracking from receipt through completion. Assists with coordination of logistics for staff participating in education and training programs and/or conferences. Support onboarding, and recruitment of new staff including office set-up and network/facilities access. Coordinate, plan, and support meetings and work-related activities. Work collaboratively and provide backup support and coverage to the Office of Facilities Vice President.

Provide high-level administrative support to Capital Project Management and Planning Directors and Project Team. Establish and maintain professional relationships with internal and external clients. Serve as a point of contact and liaison in providing pertinent information on policies, procedures, programs, and office activities, based on knowledge and experience. Manage complex calendars, coordinate and schedule meetings, and events. Answer calls, and client and vendor inquiries, assess the nature of business, and escalate as appropriate. Work with and utilize a variety of project management and spreadsheet software to maintain project timelines, and track resource allocation, performance metrics, project reporting, and other project-related information. Distribute monthly project list reports. Contributes to implementation, planning as well as to the development of processes, workflow, policies, and procedures. Assist with recruitment and training/educational efforts including but not limited to onboarding of new staff including office set-up and access. Coordinate Continuing Education and other pertinent training programs. Assist in taking, transcribing, and distributing meeting minutes, where assigned. Coordinate travel arrangements. Order supplies, and process expense reports. Provide backup support to the Office of Facilities Vice President in day-to-day activities and functionality. Perform other duties, as assigned.

Essential Duties

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 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.

Required Skill/Ability 1:

Computer proficiency, including high-level working knowledge of MS Excel, Word and PowerPoint. Proven ability to work with and maintain project management applications and software. Demonstrated ability with basic accounting principles.

Required Skill/Ability 2:

Demonstrated ability to handle multiple assignments within deadlines. Proven ability to quickly learn and implement new technologies and software applications and to apply knowledge to a busy environment with changing tasks to apply knowledge to new Facilities specific systems.

Required Skill/Ability 3:

Proven strong customer service, including demonstrated creative problem-solving skills, ability to work well with minimal supervision, and to coordinate multiple tasks simultaneously. Strong interpersonal and communication skills, both verbal and written with strong attention to detail.

Required Skill/Ability 4:

Proven record of reliable attendance, punctuality, accuracy, and diligent performance.

Background Check Requirements

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.

COVID-19 Vaccine Requirement

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

Posting Disclaimer

The 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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus