19-Oct-2023

Yale Center for British Art - Research

84652BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Central Campus

Worksite Address

1080 Chapel Street
New Haven, CT 06510

Position Focus:

Reporting to the Head of Academic Affairs, the Senior Administrative Assistant provides high level administrative support for the activities of the Department of Academic Affairs as well as the Deputy Director for Research and for the programs and projects of the Research Division. The Senior Administrative Assistant serves as the liaison for the Department of Academic Affairs, responsible for managing the department's email account and organizing all planning and logistical support for events and programs undertaken by the Department, including conferences, symposia, workshops, visiting scholars, graduate student research assistantships, Henry Moore Foundation Residency, and Yale in London, as well as a variety of outreach and liaison activities within the university and internationally. Serves as the primary contact for postgraduate and postdoctoral associates and invited scholars, organizing their visas, travel, accommodations and reimbursements. Responsible for creating budgets, tracking and processing expenses, securing venues (at Yale and elsewhere, including overseas), arranging catering and facilities, and preparing materials.

The postholder also serves as the primary liaison for the Deputy Director: managing communications; maintaining calendar and scheduling appointments; organizing and taking meeting minutes; arranging and reconciling travel; assisting in drafting of reports; researching and collating information, and supporting the Deputy Director for Research’s projects. Coordinates departmental and division meetings, drafts meeting agendas, manages RSVPs, takes and distributes minutes, and assists in reporting as needed. The Senior Administrative Assistant must have strong writing skills including excellent grammatical and editorial skills. Utilizes a database of contact information for a growing scholarly community that interfaces with the Department of Academic Affairs. Works collaboratively with the YCBA’s Business Office, and maintains understanding of university protocols, policies and procedures related to business transactions. Excellent communication and interpersonal skills are expected, as the point of contact interfacing with individuals from all over the world, including students, post-docs, deans, faculty, and scholars. Some supervision of support staff, including hiring and overseeing bursary students. Handles multiple tasks and projects; works independently; sets priorities and meets deadlines. Proactively monitors the status of projects and provides reports and updates to the Head of Academic Affairs, the Associate Director of Research, and the Deputy Director for Research.

Occasional evening and weekend hours will be required.

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.

Required Skill/Ability 1:

Flexible team-player, with a professional and friendly manner. Excellent communication and interpersonal skills. Willingness and ability to work occasional evenings and weekends.

Required Skill/Ability 2:

Organized and proactive. Demonstrated ability to work well independently and as part of a team. Ability to prioritize tasks and work to tight deadlines. References must confirm punctuality and reliability with an excellent attendance record.

Required Skill/Ability 3:

Demonstrated excellent computer and technology skills. Intermediate proficiency in MS Office, and ability to master new computer applications.

Required Skill/Ability 4:

Demonstrated excellent writing, editing and proofreading skills. Writing samples will be required. Willingness, ability, and interest to acquire knowledge of the YCBA’s programs and educational mission.

Required Skill/Ability 5:

Ability to acquire and maintain knowledge of university business protocols and YCBA
Business Office procedures.

Preferred Education, Experience and Skills:

Interest in art and culture. Previous experience with Yale business applications, including processing all forms necessary to arrange payments and services.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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