Our Ability Jobs

Employer Name: Yale University

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 Skill/ability 1: Demonstrated proficiency working in an administrative support position with the ability to exercise diplomacy and maintain strict confidentiality in handling sensitive materials. Proven ability to schedule and coordinate logistics for meetings and events, such as catering and travel. Required Skill/ability 2: Excellent communication skills with the ability to interpret and navigate Yale policy clearly and diplomatically with both students and a wide range of one-time, part-time, and full-time faculty, including high profile visiting artists. Excellent customer service skills. Required Skill/ability 3: Excellent organizational skills with strong attention to detail. Demonstrated ability to multitask, prioritize tasks, meet deadlines and work effectively with conflicting deadlines and time constraints. Ability to take initiative and anticipate actions needed. Required Skill/ability 4: Demonstrated experience preparing financial transactions, such as processing expense reimbursements and invoices. Demonstrated proficiency with Microsoft Word, Excel and Outlook, as well as the ability and willingness to learn new technology and systems, such as Submittable. Required Skill/ability 5: Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). Commitment 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. Preferred Education: Prior work experience within the field of higher art education and/or within the nonprofit field of visual art, or the equivalent. Proven experience handling sensitive information and independently managing a high-level of administrative support to executive leadership, faculty and/or academic departments. Proven experience with faculty appointment process. Work Week: Standard (M-F equal number of hours per day) Posting Position Title: Senior Administrative Assistant 2 University Job Title: Senior Administrative Assistant for Dean's Office Preferred Education, Experience and Skills: Prior work experience within the field of higher art education and/or within the nonprofit field of visual art, or the equivalent. Proven experience handling sensitive information and independently managing a high-level of administrative support to executive leadership, faculty and/or academic departments. Proven experience with faculty appointment process. 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