Senior Administrative Assistant, Presidential Senior Fellowship Program

Presidential Senior Fellowship Program Administrative Assistant

Yale's newly established Presidential Senior Fellowship program aims to foster respectful debate and bridge the gap between academia and society. The program will host conversations on the permanent questions of humanistic concern--How to live a good life? How to create a good society?—through podcasts, on campus events and on all the platforms of public conversation.

Reporting to the Operations Manager, and working in a team environment, the Senior Administrative Assistant provides high-level administrative support to Yale's Presidential Senior Fellow, David Brooks, at the Jackson School of Global Affairs.

Performs all necessary functions for daily operations and programmatic support including scheduling and coordinating meetings and appointments; and making international and domestic travel arrangements. Coordinates and supports various Yale Dialogues events ranging from larger public events to smaller informal discussions. Responsible for wide range of logistical and operational tasks related to planning special events including securing venue, ordering food, arranging catering, assisting with publicity and other logistics. This can include multi-day conferences and workshops.

Manages complex schedule and calendar for Fellow. Coordinates and manages media appearances. Screens invitations and consults about which to accept. Process Fellow's expense reports and assists with wide array of financial transactions related to the Yale Dialogues and the Fellow's work including purchases requisitions and supplier invoice requests.

May perform other duties as assigned. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced, collaborative environment. Schedule to be determined based on departmental needs. Evening and weekend availability is required.

Required Skills and Abilities:

• Demonstrated ability to multi-task and prioritize a variety of complex tasks. Demonstrated ability to remain highly organized and focused with frequent interruptions. Demonstrated ability to meet strict deadlines with accuracy and attention to detail.
• Excellent computer skills incl. well-developed knowledge of Windows/Microsoft products: Word, Excel, Outlook, Outlook, and PowerPoint or equivalent. Web maintenance skills. Ability to perform library and Internet research. Ability to learn new computer systems/programs and adapt quickly and proficiently to new technology including A/V systems, policies and procedures.
• Demonstrated ability to provide a high level of customer service/interpersonal skills both in person, phone and written communications. Excellent verbal and written communication skills. Ability to maintain confidentiality and discretion.
• Ability to provide administrative support. Highly motivated, creative and flexible with a positive, can-do attitude. Team player willing to assist without hesitation.
• Ability to work independently and exercise sound judgment. Ability to prioritize and solve problems. Strong attention to accuracy and detail. Demonstrated ability to take initiative and anticipate actions needed.

Principal Responsibilities:

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• 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.
• 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.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
• 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.
• 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.