Senior Administrative Assistant, Events Team

Essential Duties

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.

Required Education and Experience

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.

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Position Focus:

Reporting to the Associate Director, Events, the Senior Administrative Assistant (SAA) provides a high level of administrative and operational support in a fast-paced environment for the Office of Development's Marketing & Communications Events team. Working collaboratively as part of a team, the SAA is responsible for maintaining the team's events calendar and setting up expense summaries; processing expenses, purchasing card charges, and reimbursements; monitoring expenditures and reconciling monthly financial statements; maintaining inventory and ordering of event and office supplies; preparing domestic and international travel arrangements; screening and responding to print and electronic mail; preparing monthly event newsletter; supporting the tracking, compilation, and distribution of event-related metrics and analytics; creating post-event snapshots and surveys; importing event-related data into donor database; and performing other administrative functions as needed in support of the team's objectives.

The SAA creates and maintains tracking systems for following the status of contracts, purchase orders, payments, and monthly usage of online event registrations. Must be facile with learning new skills and technology platforms, and able to work independently with minimal supervision and demonstrate excellent judgement. The SAA may occasionally be asked to work on-site at events, sometimes outside of regular work hours. In all work, the SAA will support the Office of Development's diversity and inclusion values and commitments.

A cover letter and resume are required with this application. This position is eligible for a hybrid schedule.

Preferred Education, Experience and Skills:

Familiarity with Airtable, Workday, Egencia, e-Ship Global, Qualtrics, CRM databases, EMMA (email marketing platform), FileMaker Pro, Vimeo, Flickr, Cvent, PowerBI. Prior experience coordinating business travel arrangements. Familiarity with Yale or experience in a university setting.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.