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HERC: Metro New York & Southern Connecticut Senior Administrative Assistant in New Haven, Connecticut

Employer Name: Yale University

  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. Preferred Education: Interest in art and culture. Previous experience with Yale business applications, including processing all forms necessary to arrange payments and services. Preferred Education, Experience and Skills: Interest in art and culture. Previous experience with Yale business applications, including processing all forms necessary to arrange payments and services. Required Skill/ability 5: Ability to acquire and maintain knowledge of university business protocols and YCBA Business Office procedures. Posting Position Title: Senior Administrative Assistant Required Skill/ability 3: Demonstrated excellent computer and technology skills. Intermediate proficiency in MS Office, and ability to master new computer applications. Work Week: Standard (M-F equal number of hours per day) University Job Title: Senior Administrative Assistant Required Skill/ability 1: Flexible team-player, with a professional and friendly manner. Excellent communication and interpersonal skills. Willingness and ability to work occasional evenings and weekends. Required Skill/ability 4: Demonstrated excellent writing, editing and proofreading skills. Writing samples will be required. Willingness, ability and interest to acquire knowledge of the Center's programs and educational mission. Required Skill/ability 2: Organized and proactive. Demonstrated ability to work well independently and as part of a team. Ability to prioritize tasks and work to tight deadlines. References must confirm punctuality and reliability with an excellent attendance record. 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 Associates degree; or little or no work experience and a Bachelors degree in a related field; or an equivalent combination of experience and education.
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