Reporting to the Operations Manager and as part of the administrative services team the Senior Administrative Assistant serves as the sole staff person supporting the Undergraduate Studies in Art Department and is the direct conduit and primary source of information and guidance to a large community of renowned full and part time faculty, distinguished visiting artists and energetic and talented undergraduate students. In addition, the position will provide administrative and programmatic suppor... more details
Reporting to the Operations Manager and as part of the administrative services team the Senior Administrative Assistant serves as the sole staff person supporting the Undergraduate Studies in Art Department and is the direct conduit and primary source of information and guidance to a large community of renowned full and part time faculty, distinguished visiting artists and energetic and talented undergraduate students. In addition, the position will provide administrative and programmatic support to the Director of Sustainable Equity and Inclusion.
Essential Duties: Provide a high level of administrative assistance to the Director of Undergraduate Studies (DUS) and undergraduate students. Serve as the primary source of information on administrative, academic, and procedural matters to students, prospective students, faculty and staff. Expected to become familiar with the regular cycle and activities of the academic calendar, reminding faculty and students of required events and deadlines. Provide substantial interpretation of complex academic requirements and information to undergraduate Art majors and maintain current and prospective list of art majors. Monitor, triage and respond to generic undergraduate email account. Maintain department calendar and schedule DUS office hours. Organize and support department events e.g., advisory sessions, Bulldog Days, senior reviews, the registration process, and assists with preparations for the annual thesis shows. Attend information events for Yale College with DUS.
Coordinate extensive visiting artist schedules for the department, advise on travel arrangements, and process financial payments. Serve as the subject matter expert on university policy and procedures and translate information into accessible and clear guides for directors, faculty, students and guests. Process all financial transactions in a timely manner. Reconcile expenses and work with the DUS and business office to ensure adherence to budgets. In partnership with the DUS and Operations Manager, coordinate part time faculty appointments. Request data from new and returning faculty and prepare appointment letters. Coordinate classroom assignments, stock supplies, and maintain specialized department equipment. May perform other duties as assigned.
Essential Duties Supporting the Director of Sustainable, Equity and Inclusion. Provide a high level of support to the Director of Sustainable Equity and Inclusion. Assist in maintaining the Sustainable Equity and Inclusion event calendar. Assist in organizing and supporting events hosted by Sustainable Equity and Inclusion Serve as the subject expert on university policy and procedures and translate information into accessible and clear guides for directors, faculty, students, and guests. Process all financial transactions in a timely manner. Reconcile expenses and work with the Director of Sustainable Equity and Inclusion and business office to ensure adherence to budgets. May perform other duties as assigned. Ability to commit to providing quality service to assure efficient operations. Ability and willingness to assist without hesitation; ability to work independently as well as part of a team. Ability to take initiative and anticipate actions 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.