Job Abstract

The Senior Administrative Assistant (SAA) provides support for the Dean of Students, assistant deans, and other student affairs staff. This position focuses on supporting the work of the Executive Committee and Student Organizations, and will also assist with Special Projects within Student Affairs. The SAA reports to the Yale College Project Manager, who coordinates administrative work across the unit, and may at times provide support to Yale College Operations. The position requires handling of confidential information, balances ongoing workflow with time sensitive and emergent situations, and triages escalation. High-level of knowledge of computer database, survey and messaging systems is preferred. Working collaboratively as part of a team, the SAA works with colleagues in and across the Yale College Dean's Office, other University departments, students, parents, and faculty. The position may supervise student employees. The SAA will perform additional duties incidental to office activities as necessary to maintain the highest level of administrative support. Appreciation for the work of the Student Affairs office and a commitment to getting assigned tasks completed in a professional, efficient and highly-collaborative manner. A strong commitment to being part of and contributing to an inclusive, respectful climate. 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. 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.