Senior Administrative Assistant 2, Residential College Dean, Davenport College

Senior Administrative Assistant 2

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Reporting to the Residential College Dean and with limited supervision and guidance from the Assistant Director of Operations, the Senior Administrative Assistant 2 provides a high level of administrative support to the Dean of Davenport Residential College. Assists the Dean in the academic, personal and professional advising of students. The role involves managing daily operations of the Dean's Office, consulting on procedural matters related to student records, and ensuring smooth functioning of residential college activities.

The Senior Administrative Assistant 2 will work in-person, on campus. This is an 11-month role with one month of unpaid leave generally between mid-June to mid-July each year.

To be considered for this position, applicants must submit a cover letter with their application materials. Candidates selected for an interview may also be asked to provide a writing sample.

Required Skills and Abilities:

• Strong computer skills, including proficiency in Microsoft Outlook, Word, and Excel, and the ability to learn new systems quickly.
• Excellent written and oral communication skills. Demonstrated administrative skills including ability to manage calendars, schedule appointments, and coordinate meetings, and process expenses. Ensure timely follow-through on administrative responsibilities.
• Strong interpersonal skills and the ability to work effectively and collaboratively with others. Ability to work independently, take initiative, and perform effectively under pressure.
• Demonstrated ability to manage multiple tasks and priorities simultaneously, meet deadlines, and work effectively with frequent interruptions.
• Demonstrated ability to exercise discretion and sound judgment and to maintain confidentiality when handling sensitive information and matters. Demonstrated appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals.

Principal Responsibilities:

• Oversees and coordinates all administrative and program activities for the Residential College Dean's Office. Coordinates projects as directed by the Dean.
• Establishes, selects, implements and coordinates Dean's office procedures, systems and schedule.
• Advises students on University and college policies and procedures. Serves as a point of contact on academic regulations and advises students on appropriate procedures and processes.
• Maintains confidential academic files for current and former students, including assembly and accuracy of updates. Works closely with the Faculty of Arts and Sciences Registrar's Office and Yale College Dean's Office concerning the maintenance of academic records of students.
• Updates and confirms accuracy of academic reports and student lists compiled from several computer systems.
• Confirms and reviews all appointed student records for fulfillment of all academic requirements of Yale College.
• Manages letters of reference for students in keeping with Yale College policies and sends dossier materials at the request of students and alumni.
• Coordinates and collaborates with Dean and student housing committee on room draw and housing issues.
• Communicates with students, parents and alumni by mail, phone and in person. Answers basic and specialized questions, resolves problems, provides advice, etc.
• Oversees, monitors and controls office budget and spending.
• Works cooperatively to improve the residential and social life of the college community. Together with the Heads office, coordinates coverage for the college.
• May perform other duties as assigned.

Required Education and Experience: Eight years of related experience, six of them in the same job family at the next lower level and a high school level education; or six years of related experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and related experience.