Senior Administrative Assistant

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Overview

Under the direction of the David Geffen School of Drama/Yale Repertory Theatre (DGSD/YRT) Associate Dean/Managing Director, DGSD Assistant Dean/General Manager, and Chair of DGSD Theater Management Program provides administrative, clerical, and financial management support. Possibility to work remotely one day a week in accordance with DGSD policy.

Responsibilities

1. Serves as source of administrative, clerical, and logistical support; serves as primary source of information about and primary contact for Associate Dean/Managing Director, Assistant Dean/General Manager's, and Theater Management Program. Manages contract process for independent contractors and vendors, including sole source form, insurance requirements and other University requirements.

2. Responsible for managing the payment of specific ongoing invoices for Yale Repertory Theatre (Yale Rep) and David Geffen School of Drama, setting up actors and artists as vendors or contractors and ensuring they are paid accurately, and serving as a subject matter expert on Yale's procurement and payment policies to ensure that graduate students effectively handle payments to Yale Rep's vendors.

3. Trains and works with graduate students during their professional work assignments and work-study positions. Students function in professional work assignments on the staff at Yale Rep and the School, hiring and negotiating with guest artists and vendors. These agreements and hiring processes require a high level of nuance. Trains students in Workday, including supplier invoices, procurement, and Yale Supplier Setup.

Trains students in sole source documentation, insurance waiver, professional services and consulting agreements. Trains students in HAUS, which is the budgeting and reconciliation platform at the David Geffen School of Drama and the Rep. Trains students in University business policies.

4. Provides logistical and clerical support to Theater Management Chair, faculty, students, visitors, and guests. Creates and distributes Theater Management schedules, documents, and reports.

5. Processes and supports faculty appointments. Facilitates and supports certain faculty searches. Coordinates faculty and program meetings, and provides detailed minutes to Theater Management Chair.

6. Provides organizational and logistical support for Theater Management admissions process. Serves as liaison to the Registrar/Admissions Office. Trains students assigned to support Theater Management-specific admissions and class-assistant activities. Trains Theater Management class and workshop assistants. Coordinates Theater Management student evaluation process. Updates Theater Management Program section of DGSD website.

7. Provides logistical support to Associate Dean/Managing Director, Assistant Dean/General Manager, and Chair of Theater Management. Duties include but are not limited to managing calendars, arranging travel, travel reimbursement, purchasing theater tickets, scheduling and planning big and small meetings, including one-on-one meetings, managing logistics for meetings, booking meals and managing big and small social events, and note taking.

8. Monitors budgets. Participates in budget preparation, periodic projections, and ongoing budget monitoring for Assistant Dean, Associate Dean, and Chair. Processes financial paperwork. Prepares and files expense reports for all parties in a timely manner.

9. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate to all offices.

10. Directs the daily operations of all offices. Determines appropriate inventory levels for all types of office supplies and places, processes, receives, and stocks orders. Manages calls for all offices, greets visitors, serves as principal source of information on policies, procedures, programs. Responds to requests for information and provides assistance. Assesses nature of issues and escalates as appropriate.

11. Participates in special projects on a variety of topics. Identifies project needs using discretion and foresight, will gather and analyze data and materials.

12. Performs ongoing review of program processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the program.

13. Coordinates hiring of students and use of student work-study hours; authorizes work-study time timecards.

14. Organizes, coordinates, and implements special events; oversees and maintains Theater Management databases and mailing lists.

15. Other duties as requested by Associate Dean/Managing…