Senior Administrative Assistant, Digital Ethics Center

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Under the direct supervision of the Program Manager and supporting the Director of the Digital Ethics Center, the Senior Administrative Assistant will provide high quality administrative assistance in a fast‑paced environment. Duties include greeting visitors, managing complex calendars and travel commitments, managing correspondence (including private, confidential, and sensitive emails), scheduling meetings, and creating, editing, and sending letters, references, and reports. The position will coordinate special functions and events for the Center (e.g., seminars, faculty searches, special presentations), manage office supply orders, process business expense, check requests, reimbursements, invoices, and facilities requests, handle travel arrangements, and assist in managing the Center’s communication channels including the DEC inbox, Mailman lists, newsletter, and social media platforms.

The position assists in the collection and assembly of materials for annual progress reports and grant proposals, application and appointment process for post docs, and performs other administrative functions as needed in support of the Center. This is a 30 hour per week position with occasional evening hours.

• Demonstrated ability in an administrative support role; proficiency with Outlook emailing, calendaring, and management of complex calendars; intermediate skills with Microsoft Word, PowerPoint, and Excel.
• Strong problem solving, organizational and analytical skills; ability to work in a team environment with a positive attitude and initiative.
• Excellent written and oral communication skills with strong attention to detail and time management; proven ability to handle confidential information.
• Proven experience with processing expenses and coordinating travel.
• Ability to manage multiple projects simultaneously in a fast‑paced environment; proven record of good attendance and punctuality.

• Experience with Yale systems, i.e., Workday, Sci Quest, and Concur.
• Experience working in a higher education institution in a role supporting an academic position, department or school.
• Experience with website maintenance.

• 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.
• Oversees, instructs, and coordinates activities of support staff; prepares materials for grants, contracts and budgets; monitors expenditures and reconciles financial statements.
• Provides editorial support for a journal/publication; proofreads and edits material for grammatical and factual accuracy.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assembles and arranges for necessary items; compiles data; summarizes findings and writes reports or portions of reports.
• Greets visitors; answers and screens telephone calls; assesses nature of business; responds to requests for information and provides assistance; screens and responds to mail.
• 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.
• 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.

Six years of related work experience, four of them in the same job…