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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.
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 and Program Manager, the International Development Senior Administrative Assistant provides comprehensive and high-level administrative, database, travel, and event planning support to frontline gift officers on the International Development team to advance their mission to cultivate, solicit and steward international donors and prospects. Details on the various areas of responsibility are provided below.
Data related responsibilities include entering large volumes of data into the alumni and donor database; generating database reports and participating in new reports and database projects as needed; ensuring the accuracy of information relayed to prospects and donors as well as the accuracy of data in the alumni and donor database; designing, developing, and producing ad hoc reports and analyses by assimilating data from multiple sources; identifying and requesting needed database changes to support reporting and analysis; and updating and improving team’s organizational systems and reporting.
Responsibilities related to travel and events include producing high-level travel itineraries for the team and administrators at Yale, including the president, vice presidents, and deans and directors; preparing complex expense reports; coordinating regional and international events including compiling and maintaining attendance lists, extending invitations, and confirming attendance; and coordinating special events (e.g., campus visits) to ensure their timely and successful completion.
Communications related responsibilities include organizing and executing both hard-copy and online mailings to various constituencies; writing, formatting, editing/proofreading, and assembling briefings and correspondence materials for the team and other administrators at Yale; drafting and/or assisting with various communications including responses to gift inquiries; and responding to phone calls, e-mail, and mail.
The Senior Administrative Assistant may also be asked to undertake other projects upon request of the Director of International Development, Associate Director/Program Manager, and other team members. The following responsibilities are generic in nature; applicants will find the information in this Position Focus to be most relevant.
Preferred Education, Experience and Skills:
Knowledge of fundraising practices, as well as development data/database management systems. Knowledge of one or more foreign languages. 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.
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Required Skill/Ability 1:
Exceptional attention to detail and accuracy. Ability to function effectively in busy, deadline-oriented office environment. Outstanding organizational skills, ability to prioritize work/meet tight deadlines. Proven ability to multi-task for multiple staff and successfully handle competing priorities.
Required Skill/Ability 2:
Strong interpersonal skills. Team player, ability to be flexible, cooperative, and engaged in the work of the team. Ability to work collegially with peers, colleagues, and others within/outside the university.
Required Skill/Ability 3:
Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). Comfort working with foreign names/addresses and communicating with individuals in other countries.
Required Skill/Ability 4:
Excellent computer skills, including knowledge of Microsoft products; advanced knowledge of Word and Excel. Proven experience managing data using a database. Comfort learning new technology. Strong communication skills; proficiency with spelling, punctuation, and grammar; ability to accurately proofread correspondence.
Required Skill/Ability 5:
Able to maintain confidentiality. Ability to communicate effectively with top-level donors and senior Yale administrators. Reliability, punctuality and an excellent record of attendance.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
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