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Senior Administrative Assistant
Company: Yale University - Show all jobs for Yale University
Original Posting Date 04-Sep-2009
Referral Bonus Eligible No
STARS Requisition number 8076BR
Department Cntr for Lang Stdy
University Generic Title Senior Administrative Assistant
Bargaining Unit L34
Job Category Clerical & Technical
Type of Employment Part Time
If Part-time, total # of hours to be worked 20
Duration Type Regular
(Min/Max)">Salary Grade(Min/Max) (Min/Max)">D
Work Week Flexible Based on Departmental Needs
Work Hours (Other than Standard) Typically Monday - Friday 2-6 pm
Work Location Central Campus
Worksite Address 370 Temple Street
Position General Purpose Under the general direction of the Director of Business Operations, provide a high level of administrative, clerical and financial support. Handle all customer service and administrative matters to ensure smooth operations of the Center for Language Study (CLS) on a daily and long term basis. Coordinate and communicate all efforts with the daytime Senior Administrative Assistant/Event Planner to provide seamless support in all aspects of the job.
Essential Duties 1. Create publications, brochures and fliers for promotional activities of the CLS using Word and/or similar software. In some cases, engage and coordinate with outside consultation and graphic/printing services.
2. Working closely with event requestors/clients, coordinate conferences and events and provide on-site support. Work with service providers (Yale and community), maintain and update event budget as needed, research venues for groups (restaurants, caterers, hotels), update and distribute conference and event schedules and agendas, organize event folders. Inform and explain policies and procedures to clients as necessary.
3. Schedule and coordinate meetings and appointments for CLS staff as well as visitors (schedule with many working groups, arrange for meeting rooms, hotels, meals, catering services, various travel arrangements, etc.)
4. Serve as first point of contact for all visitors/vendors to the office, greet and assist scheduled visitors while screening impromptu visits. Answer routine inquiries and re-direct all others to the appropriate staff member in a timely manner.
5. Maintain CLS events on Yale Calendars, CLS Website and CLS Calendar.
6. Assist in the preparation of grants and other reports, as necessary.
7. Provide clerical and administrative support for the Director of Business Operations, Director of the Center and two associate directors in a timely and comprehensive manner.
8. Manage administrative processes related to student workers, tutors, etc. - receive and register student applications, create and maintain applicant file folders, download unofficial transcripts, monitor recommendations and language evaluations, photocopy, assemble and compile application packets and process new hire information through the payroll system.
9. Take minutes at internal staff meetings and smaller meetings: compose, edit and proofread minutes for distribution to staff. Compose general written materials on an as needed basis.
10. Perform data entry on a range of applications: Oracle based financial applications, payroll, CLS management tools, etc. Act as preparer or approver for financial transactions, including employee reimbursements, check requests, JSAs and LDs. Verify charging instructions for accuracy on statements and responsible for file retention.
11. Provide backup to Payroll and related reports, EMS report submission and approvals, on a timely basis, JSAs, LDs and general financial processing.
12. Assist Director of Business Operations in additional responsibilities as necessary or needed in areas of streamlining and growth within the department and its programs.
13. Perform routine office support activities including photocopying, filing, creating/completing forms, faxing, ordering supplies, subscriptions, equipment and stationery.
14. Maintain operation of office equipment (copiers, printers, fax machine). Schedule service and repair.
15. Coordinate and report physical plant issues to appropriate offices and follow through until problems are resolved.
16. Receive packages, mail, faxes and other deliveries, sort mail and route to staff members.
17. Handle outgoing mail (postage) and packages, complete Request for Service forms and order and maintain inventory of office supplies.
Education and Experience 1. 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.
Additional Education and Experience 1. Preferred: Knowledge of Yale's financial and administrative policies and procedures; financial and accounting experience.
Skills & Abilities 1. Strong customer service orientation, ability to work effectively and positively with staff at all levels.
2. Demonstrated problem-solving skills and ability to work effectively in a busy work environment.
3. Ability to organize and maintain both paper and electronic files.
4. Excellent oral and written communication skills; excellent organizational skills.
5. Ability to work independently and in a fast-paced and challenging environment, with attention to detail, ability to meet multiple deadlines.
6. High level of PC literacy including proficiency in Word, Excel.
7. Excellent attendance and reliability.
8. Preferred: Ability to create brochures and flyers using software such as Photoshop.
Background Check Requirements All external candidates for employment will be
subject to pre-employment screening. All
offers are contingent on successful completion
of a background check.
Weekend Hours Required? Occasional
City: New Haven
State: CT
Zip: 06531
Country: United States of America
Job ID: yaleuniv-318576
Job Channel: USA-CT-Middletown/ Shoreline Office/Clerical
Posted: 11/06/09
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