Sr. Administrative Assistant, School of Management

School of Management - Faculty Support

81213BR

Senior Administrative Assistant

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

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Secretarial

37.5

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

Central Campus

165 Whitney Avenue
New Haven, CT 06511

Hybrid

The Senior Administrative Assistant, Yale School of Management (SOM) provides high level administrative support and coordination for the programs and projects of the Program on Social Enterprise (PSE), including teaching and research for the faculty director and other faculty members. This position reports to the Executive Director of the PSE and the Associate Director of Faculty Support Services. Provide high level administrative and operational support and coordination for the day-to-day activities of the PSE. Serve as primary liaison for the PSE and manage requests and issues from faculty, students, and staff. Independently solve problems and address issues as they arise. Track the activities of multiple projects and programs and report on a regular basis, the status of projects, timelines, and completion of projects. Monitor and process expenses for the program and for faculty teaching and research. Prepare financial and operational reports. Coordinate and organize all planning and logistical support for events and programs, including conferences. May arrange travel and lodging, publicity, reserve event space, secure catering, work with other departments (i.e., Facilities and Media Services), prepare materials (i.e., agendas, itineraries, bios), collect information and documents to process domestic and international reimbursements. Work with outside vendors/partners and review and monitor all vendor/event invoices. Coordinate transportation, accommodations, and travel reimbursements for students and faculty for Global Social Entrepreneurship courses that take place in India, Kenya, and Brazil. Work with Yale travel agent to set up travel site to manage student and social entrepreneur travel within India for the Global Social Entrepreneurship course. Serve as liaison with Yale SOM Event Management to ensure pre- and post-event maintenance. Liaise with HR, Dean’s Office, Business Office, and the Office of Executive Education (for program delivery), as necessary. Interface with SOM IT and outside vendors to coordinate the technological aspects of PSE initiatives, including setting up Global Social Entrepreneurship application sites. Maintain and update the PSE website with stories and photos. Help to design and send out periodic PSE e-newsletter using online marketing email service. Support Executive Director’s work on various faculty committees. Manage PSE email correspondence (inquiries from potential students, requests for case materials, etc.). Manage hiring of PSE research assistants. Formulate and implement office procedures to enhance PSE production and efficiency. Establish and maintain a system for managing on-line resources, including mailing lists, databases, reference materials, webcasts, and policy briefings. Support assigned courses as session coordinator as needed. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation. Scan course work and other documents. May assist with classroom exercises and set-up. Download and upload course related information for the web for faculty course work and research. Secure or purchase teaching material and obtain copyright permissions from publishers. Post course material to web-based course management system. Perform other responsibilities and projects as assigned. Serves as resource for SOM faculty, research, and staff, in both dedicated and team effort. May provide peer training as needed. The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.

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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.

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.

Advanced proficiency in Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.

Excellent proofreading, editing, and writing skills for drafting material. Candidates are strongly to encouraged to include a cover letter. Writing sample will be required. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to represent the school professionally at events.

Ability to prioritize to meet deadlines and follow schedules; multi-task effectively with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines.

Excellent attendance record. Ability to function effectively as part of a team. Multi-task effectively with a strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines.

Ability to effectively prioritize and accomplish work for several faculty members and to regularly solve problems, take initiative and anticipate actions needed. Ability to properly use independent judgment.

Bachelor’s degree. Experience with Yale policies and procedures, travel (domestic & international) event support, learning management system, and Workday financial management. Experience in an administrative support position. Website updates (Drupal). Experience with Campus Groups. Ability to provide basic AV support. Ability to flex schedule or work occasional overtime.

Occasional

Occasional

No

No

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.

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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.

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).

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203-432-0849
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