Senior Administrative Assistant

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. 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. Position Focus: Yale University has two new dynamic and rapidly growing centers: the Center for Geospatial Solutions and the Data-Intensive Social Science Center. Both are dedicated to advancing faculty research and are looking for a Senior Administrative Assistant This is an exciting opportunity for a proactive, organized, and solutions-driven professional to take charge of administrative support functions in a pioneering environment. You will have the unique ability to shape and implement your own systems and processes, creating efficient workflows that support our Directors and Faculty in driving impactful research initiatives. If you're eager to build, streamline, and truly own the administrative framework that will support Yale's mission of research excellence, we invite you to apply Reporting to the Program managers of Data Intensive Social Science Centers (DISSC) and Yale Center for Geospatial Solutions (YCGS) the position will also provide support to the Program managers, senior staff, and to postdocs and graduate students of resident faculty. Primary responsibilities include: executive assistance (e.g., scheduling, travel arrangements, financial transactions, and online representation) for the Centers and on occasion other faculty leadership; curating and maintaining documentation related to Center and Center Director activities; processing financial transactions related to Center activities; arranging travel and logistics for guests of the Center; providing direct assistance in scheduling, welcoming, and running events such as invited talks and workshops. The incumbent also supports in part Institute-run activities including events, workshops, and gatherings. This fast-paced role in a growing center is situated in a team and interfaces with faculty, staff, and guests on a regular basis. 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.