Senior Administrative Assistant, YSN Dean's Office

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:

Yale School of Nursing (YSN) is seeking a Senior Administrative Assistant to join the Office of the Dean. YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways. The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)!

The Senior Administrative Assistant would be an integral part of the team reporting to the Chief of Staff, providing a high level of confidential administrative support to the Dean of the School of Nursing. Manages complex calendar, prepares domestic and international travel arrangements, arranges and prepares for meetings and conferences, processes expenses and financial transactions for the Dean's Office.

Supports the School's Senior Leadership Team as needed. Must be able to work independently with minimal supervision and demonstrate excellent judgement. Strong executive customer service skills required.

In all work, supports YSN diversity and inclusion values and commitments.

A cover letter is required with this application.

This position is onsite.

Preferred Education, Experience and Skills:

Experience with Qualtrics. Advanced skills in Excel and PowerPoint.

Experience in Workday. Prior experience processing expense reimbursements.

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.