Senior Administrative Assistant - New Haven - Digital Ethics Center (DEC), Yale University

Description

Role Description

Under the direct supervision of the Program Manager and supporting the Director of the Digital Ethics Center, the Senior Administrative Assistant will provide high quality administrative assistance in a fast-paced environment.

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Duties to include greeting visitors, managing complex calendars and travel commitments, managing correspondence (including private, confidential, and sensitive emails), scheduling meetings, and creating, editing, and sending letters, references, and reports. In coordination with the Program Manager, this position will coordinate special functions and events for the Center (e.g., seminars, faculty searches, special presentations) by planning and organizing to ensure all details are handled in advance and managing events so that functions run smoothly (e.g., by preparing and circulating papers, agendas, minutes, and briefing notes, as appropriate). In addition, this position will manage office supply orders, process business expense, check requests, reimbursements, invoices, and facilities requests. This position will be responsible for travel arrangements for staff and visitors, creating detailed itineraries, and following up to ensure that travel reimbursements are accurate and timely. This position will assist in managing the Center's communication channels, including the DEC inbox, Mailman lists, newsletter, and social media platforms (e.g., LinkedIn). Responsible for maintenance and updating of the website. The position assists in the collection and assembly of materials for annual progress reports and grant proposals, application and appointment process for post docs and performs other administrative functions as needed in support of the Center.

This is a 30-hour per week position, with additional hours (up to 37.5 hours per week) during peak times at the Center. The role includes full Yale employee benefits.

Required Skills and Abilities

1. Demonstrated ability in an administrative support role. Proven proficiency with Outlook emailing, calendaring and management of complex calendars. Proven intermediate skills with Microsoft Word, PowerPoint, and Excel.

2. Strong problem solving, organizational and analytical skills. Ability to work in a team environment with a positive attitude, with the ability to take initiative.

3. Excellent written and oral communication skills with strong attention to detail and time management. Proven ability to handle confidential information.

4. Proven experience with processing expenses and coordinating travel.

5. Ability to manage multiple projects simultaneously in a fast-paced environment. Proven record of good attendance and punctuality.

Preferred Skills and Abilities

1.Experience with Yale systems, i.e., Workday, SciQuest, and Concur.

2. Experience working in a higher education institution in a role supporting an academic position, department or school.

3. Experience with website maintenance.

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. xhmxlyz

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.