Sr. Administrative Assistant - YLS Faculty Support

Senior Administrative Assistant

The Senior Administrative Assistant provides a high level of administrative support to Yale Law School faculty. This includes written correspondence, editing and proofreading documents including the course syllabus, assembling and posting course materials, ordering books, processing expense reimbursements, making dining arrangements and complex travel arrangements for faculty and visitors. Strong communication, research, and technical skills are required. Research and coordinate students and speakers for courses as well as coordination of library needs. Research and organize readings, musical selections, and graphics (posters/advertisements) for speakers and/or seminars. The Senior Administrative Assistant will work with Research Assistants, maintains faculty calendar, assists with scheduling, makes reservations, maintains faculty office (books, files, arrange cleaning), finds workshops, assists with social media and media requests for faculty, and maintains websites and various complicated databases. Processes, reviews, and mails clerkship letters and other recommendation letters for students on behalf of faculty. Other duties as assigned.

Hours: 8:30a 5:00p. Occasional nights and weekends.

Required Skills and Abilities:

• Advanced ability with MS Word, Excel, PowerPoint and Outlook scheduling. Facility formatting material in various ways. Excellent keyboarding skills. Familiarity with cloud based, extensive electronic file storage and shared files, such as: Box, Drop Box. Familiarity with and ability to manipulate Adobe products.
• Excellent spelling, grammar, editing and proofreading skills.
• Demonstrated ability making complex travel arrangements and gathering information on various options/prices. Proven abilities processing expense reimbursements.
• Ability to be extremely well organized. Ability to adapt to shifting priorities.
• Strong communication skills - both written and verbal. Ability to maintain confidentiality.

Preferred Skills and Abilities:

• Experience working in a Law Office strongly preferred. Bachelors Degree. Experience with Lexis/Nexis, Westlaw. Knowledge of Legal terminology. Experience using Google Scholar. Experience in a faculty support role with multiple supervisors. Workday experience. Canvas experience. Experience making web updates and manipulating website content.

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.