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Overview

Reporting to the Director of Alumni Engagement and Development, within the office of Alumni Engagement and Development (AED), the Sr. Administrative Assistant performs a wide range of complex and confidential, high-level administrative and clerical tasks in support of AED’s staff. The incumbent is expected to apply creativity and initiative and bring a collaborative approach to an entrepreneurial environment that is mission-focused, results-driven, and team-oriented. The incumbent will have a demonstrated capacity to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative and organizational skills, and the ability to maintain a realistic balance among multiple priorities while striving for precision and accuracy in all endeavors. The incumbent will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities.

The nature of the work in AED is highly confidential and complex, necessitating exposure to sensitive information and contacts. The incumbent will possess considerable discretion, judgment, tact, and diplomacy. Furthermore, the incumbent will demonstrate at all times a respect for privileged information, and a commitment to protecting the confidentiality of donor biographical, financial and philanthropic information.

This position collaborates with administrative staff, faculty, donors, volunteers, students, community members, vendors, and friends within and outside of the organization to ensure the timely scheduling of meetings and transfer of information and serves as an ambassador for the department. The incumbent prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with competing deadlines.

Key Responsibilities include

• Manage complex calendars for AED staff

• Provide administrative support on an as-needed basis for AED staff

• Monitor and triage inquiries, manage responses for multiple shared AED email accounts.

• Arrange domestic and international travel, coordinate complex itineraries and preparation, and process travel expenses in a timely manner.

• Prepare agendas, take minutes, and ensure that action items are distributed and implemented.

• Schedule in-person and virtual meetings and events.

• Assist with the preparation of meeting materials.

• Prepare written responses to routine inquiries.

• Create, format and edit PowerPoint slides, documents, presentations, and other meeting collateral.

• Execute select office operations: ordering office supplies, managing relationship, and scheduling for vendors for shredding, copying, and offsite storage.

• Provide on-site support to teams for meetings, presentations, and special events.

• Maintain effective and collaborative working relationships with internal and external constituents.

• Represent AED professionally and display tact, diplomacy and discretion with all internal and external constituents.

• Manage expenses and reimbursements, travel booking, and memberships for business-related activities in a timely manner and in compliance with University and department policies, practices and procedures.

• Oversee contract procurement and invoices.

• Provide cross-coverage as needed during peak times, including in general office operations, assisting with Cvent, supporting reunion committee and other volunteer activities, liaising with YLS business office, and more.

• Assist with daily office functions and procedures which will include cross training in the responsibilities for the other Senior Administrative Assistants.

• Assists with departmental communications. Formats, proofreads, and edits correspondence, reports, presentations, and other collateral material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures.  Composes substantive correspondence and written material.  

• Perform other duties and responsibilities as assigned.

The ability to work on a hybrid basis is per the manager's discretion.

Required Skills and Abilities
1. Demonstrated success managing one or more calendars in a fast-paced environment.
2. Excellent written communication, interpersonal, presentation, and organizational skills. Ability to meet deadlines and produce quality work that reflects a high degree of attention to detail.
3. Must have strong computer software skills and fluency in MS Office, Excel, Power Point, and databases.
4. Display a high degree of tact, judgement, and discretion when dealing with confidential information.
5. Must be available for evening and weekend work as needed.

Preferred Skills and Abilities
1. Experience in a complex, matrixed university setting working with alumni, donors, faculty, and students.

2. Familiarity with Yale University and Workday experience.

3. Demonstrated adeptness to be a generalist with office operations.

4. Events experience.

Principal Responsibilities

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.

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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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.