Job Abstract

The Yale Alumni Association (YAA) is responsible for university-wide alumni relations programs and engagement of alumni volunteer leaders. The Senior Administrative Assistant provides high-level support to the Senior Director and other professional staff for Shared Interest Groups (SIGs) who work with alumni volunteers and organizations based on shared identity (Black, Latino, LGBT, etc.) and interest (professional or student activity affiliations). YAA Shared Interest Group activities include volunteer management, communications, conferences, and engagement programs in New Haven and around the world.

Key responsibilities of the position include: Managing and completing day-to-day administrative office tasks including ordering office supplies, processing financial transactions such as reimbursements, interoffice university fund transfers, and expense reports; Managing administrative tasks for events including registration processing, customer service, financial transactions, data review and reconciliation, and on-site event support; Providing travel support for staff and alumni volunteers/speakers, including venue research, making reservations, and processing expenses; Maintaining web pages for events and programs, creating and sending broadcast email communications, and posting on social media channels related to YAA SIG programs; Updating SIG related data in university's alumni database and exporting data reports to support staff and alumni volunteers.

The following principal responsibilities are generic in nature; applicants will find the information in this Position Focus to be most relevant to the position. Intermediate to advanced computer skills including tools such as Microsoft Outlook, Word, Excel, PowerPoint, Teams, and Zoom. Demonstrated experience with multiple software types, such as relational databases, broadcast e-mail tools, design tools, or event registration. Ability to master new IT tools, resources, and databases as needed. 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.