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Job Description
Job Description
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:
The Senior Administrative Assistant provides primary day-to-day support for the ongoing activities in the Office of the General Counsel. This role requires excellent time-management skills, the ability to handle multiple priorities simultaneously, and a proactive approach to administrative support. This position will be expected to manage complex calendars, schedule meetings, coordinate travel, answer phone calls, greet visitors, order office supplies, process reimbursements/expenses, prioritize conflicting needs, support department events, and other duties as assigned. In addition, the position involves proactively identifying ways to improve administrative processes and workflows. Strong study skills, an eagerness to learn, discretion in handling confidential matters, and a team-player attitude are essential for success in this role. Provide a high level of support to 5-8 attorneys and professional staff, as well as facilitate general office operations. Establish and organize complex files and manage work for attorneys; manage/track a large volume of correspondence. Participate in maintaining overall filing system/room for the Office of the General Counsel. Format, keyboard, proofread, and manage outgoing correspondence, reports, charts/tables, and other materials. Review carefully for completeness, attachments, dates, and signatures. Draft standard correspondence from suggested format. Scheduling calls with a few and/or several departmental assistants to coordinate small and complex meetings and appointments. Manage multiple attorneys' schedules. Triage telephone communications providing specialized information based upon knowledge of departmental activities. Interview students for reception desk coverage. Travel arrangements for attorneys for all yearly conferences, etc.
Please note that this position is excluded from the Union.
Preferred Education, Experience and Skills:
Law office experience.
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.
Required Skill/Ability 1:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual communication tools (Zoom, Teams, etc.), Mail Merge, database software such as Access, and familiarity with cloud-based file storage and shared file management. Average keyboarding skills (40-59 wpm).
Required Skill/Ability 2:
Strict observance of the need for confidentiality in handling sensitive information.
Required Skill/Ability 3:
Excellent written and verbal communication skills, proficient in spelling and grammar. Strong study skills with the ability to learn quickly and adapt to new responsibilities.
Required Skill/Ability 4:
High attention to detail and strong organizational abilities. Ability to track timely due dates ("time is of the essence") and manage multiple tasks while supporting multiple attorneys.
Required Skill/Ability 5:
Ability to work effectively as part of a team and provide back-up when necessary. Problem-solving mindset with the ability to anticipate challenges and propose solutions. Demonstrated eagerness to develop new skills and enhance knowledge, with a proactive work ethic and a positive attitude.
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:
The Senior Administrative Assistant provides primary day-to-day support for the ongoing activities in the Office of the General Counsel. This role requires excellent time-management skills, the ability to handle multiple priorities simultaneously, and a proactive approach to administrative support. This position will be expected to manage complex calendars, schedule meetings, coordinate travel, answer phone calls, greet visitors, order office supplies, process reimbursements/expenses, prioritize conflicting needs, support department events, and other duties as assigned. In addition, the position involves proactively identifying ways to improve administrative processes and workflows. Strong study skills, an eagerness to learn, discretion in handling confidential matters, and a team-player attitude are essential for success in this role. Provide a high level of support to 5-8 attorneys and professional staff, as well as facilitate general office operations. Establish and organize complex files and manage work for attorneys; manage/track a large volume of correspondence. Participate in maintaining overall filing system/room for the Office of the General Counsel. Format, keyboard, proofread, and manage outgoing correspondence, reports, charts/tables, and other materials. Review carefully for completeness, attachments, dates, and signatures. Draft standard correspondence from suggested format. Scheduling calls with a few and/or several departmental assistants to coordinate small and complex meetings and appointments. Manage multiple attorneys' schedules. Triage telephone communications providing specialized information based upon knowledge of departmental activities. Interview students for reception desk coverage. Travel arrangements for attorneys for all yearly conferences, etc.
Please note that this position is excluded from the Union.
Preferred Education, Experience and Skills:
Law office experience.
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.
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).
Required Skill/Ability 1:
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), virtual communication tools (Zoom, Teams, etc.), Mail Merge, database software such as Access, and familiarity with cloud-based file storage and shared file management. Average keyboarding skills (40-59 wpm).
Required Skill/Ability 2:
Strict observance of the need for confidentiality in handling sensitive information.
Required Skill/Ability 3:
Excellent written and verbal communication skills, proficient in spelling and grammar. Strong study skills with the ability to learn quickly and adapt to new responsibilities.
Required Skill/Ability 4:
High attention to detail and strong organizational abilities. Ability to track timely due dates ("time is of the essence") and manage multiple tasks while supporting multiple attorneys.
Required Skill/Ability 5:
Ability to work effectively as part of a team and provide back-up when necessary. Problem-solving mindset with the ability to anticipate challenges and propose solutions. Demonstrated eagerness to develop new skills and enhance knowledge, with a proactive work ethic and a positive attitude.
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