Senior Administrative Assistant 2

Senior Administrative Assistant 2

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Overview

Reporting to the Manager of Finance and Administration for FAS and GSAS, the Senior Administrative Assistant 2 provides high-level administrative support to the Deputy Dean and Associate Dean of the Graduate School of Arts and Sciences (GSAS). Working with limited supervision, the Senior Administrative Assistant 2 exercises significant discretion, independent judgment, and strict confidentiality in supporting academic leaders with multiple distinct roles.

Key Responsibilities

Key responsibilities include administering the annual Graduate Program Review (GPR), including the accurate preparation of detailed, highly sensitive materials and coordination of complex scheduling to facilitate meetings with approximately 50 FAS departments. The Senior Administrative Assistant 2 coordinates and administers DGS-related materials, IvyPlus and international exchange programs, and special projects led by the academic deans. Additional duties include processing financial transactions (expense reports, invoices, and reimbursements), domestic and international travel arranging, and monitoring a central email inbox to triage and respond to inquiries.

The Senior Administrative Assistant 2 cross-trains with and provides coverage for the other Senior Administrative Assistant and the Senior Executive Assistant and may periodically support the Dean of the Graduate School by managing complex calendars and travel itineraries. The role also assists with planning and coordinating GSAS events, including Matriculation, Commencement, and conferences. As needed, the position provides front-desk coverage, supervises student employees, and performs other duties as assigned. Occasional evening and weekend hours.

The current hybrid schedule for this position is four days on campus and one remote day per week. If operational needs require a temporary or permanent shift to a five-day on-campus schedule, the hybrid arrangement will be suspended for the duration of that requirement.

Required Skills and Abilities

1. Advanced proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; strong working knowledge of Adobe and Box. Ability to learn new technologies and software. 2. Highly effective interpersonal and relationship-building skills, with demonstrated success in a fast-paced, service-oriented environment. Ability to work independently and collaboratively; interpret policies and provide clear guidance; serve as a primary point of contact for programs. 3. Proven ability to manage multiple time-sensitive priorities, assess urgency, and reprioritize as needed. Ability to initiate and complete work with minimal supervision despite frequent interruptions; exceptional administrative skill with strong attention to accuracy, detail, thoroughness, and follow-through. 4. Proactive problem-solver who anticipates issues and takes initiative to resolve them. Professional demeanor, strong customer service orientation, and excellent written, verbal, and electronic communication skills; demonstrated discretion and sound judgment handling confidential and sensitive information. 5. Demonstrated experience with high level administrative support, expense management, travel arranging, scheduling and event planning. Outstanding reliability, including excellent attendance and punctuality.

Preferred Skills and Abilities

1. Yale Message and Workday experience preferred. 2. Prior administrative support experience in an academic or higher education setting. 3. Familiarity with Drupal, Yale financial and administrative systems, and project management tools.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience Eight years of related work 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 work 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 experience.

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade E

Compensation Grade Profile Hourly Range $35.64

Time Type Full time

Duration Type Staff

Work Model Hybrid

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.

Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department. 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).

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