Sr. Administrative Assistant

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 Sr. Administrative Assistant (AA) to join the dynamic Master of Science in Nursing (MSN) Division.

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)! Photo Gallery Tour | Yale West Campus

The Sr. AA would be an integral part of the team reporting to the Division Manager of the MSN Program, provide a high level of confidential administrative support for the largest program of YSN, which includes eight (8) specialty tracks.

Provide information to faculty, students, and staff on YSN policies and procedures. Compose, format, compile data and prepare drafts of letters, memos, reports, PowerPoint presentations, course documents and other materials. Proofread, edit, and review materials for grammar, accuracy, and completeness.

Schedule meetings, conference calls, and appointments as required. Reserve rooms and arrange for AV needs. Coordinate various YSN events, order food, gather material and confirm attendance.

Develop and maintain databases to track resources within the School including data entry and management of student exams, course evaluations, and accommodations. Perform web-based searches to gather information as required by the program faculty. Coordinate travel arrangements; maintain records of travel expenditures; process expense reports and other business-related transactions, such as purchase orders.

Independently follow up to ensure all payments are received and are correct. Gather information from multiple sources, compile material in coherent fashion and prepare for presentations and distribution to groups. Schedule meetings, attend and prepare meeting notes for all faculty meetings within the assigned specialty.

In addition, provide staff support for one or more YSN committees, including taking and distributing minutes. Perform additional functions incidental to the activities of the academic program and all staff YSN events. Provide coverage for other administrative support staff, as necessary. In all work, supports YSN diversity and inclusion values and commitments.

A cover letter is required with application.

Preferred Education, Experience and Skills:

Proven experience supporting faculty and students in an academic environment. Proven experience with Canvas and eValue. Work experience following precise directions, understanding general policies and procedures, and implementing non-routine instructions.

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.