Senior Administrative Assistant, Early Modern Studies Program and Medieval Studies Program

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Overview

The Senior Administrative Assistant will support Yale's Early Modern Studies Program and Medieval Studies Program. Reporting to the Operations Manager, the Senior Administrative Assistant, with a great deal of autonomy, will be responsible for providing comprehensive administrative and financial support to the programs, faculty, and students.

Responsibilities to include but not limited to:

* Oversees and coordinates administrative, program, financial and office activities. Serves as principal source of information for students, staff, and faculty on program activities and Yale's policies and procedures.

* Serves as primary faculty support including clerical, logistical, and scheduling/calendaring needs for meetings and appointments.

* Coordinates and books travel arrangements (domestic and international) for faculty, students and guests as needed.

* Organizes, plans, coordinates and supports program events including administrative, facility, catering and equipment needs.

* Processes expenses for faculty, staff and students, including, but not limited to processing supplier setup, processing invoices, expense reimbursement reports, supplier invoice requests, cash sales and purchase orders using the Workday financial application system.

* Ensures timely review of financial transactions and pending requests. Independently responds to, screens, and resolves or triages questions regarding financial information. Thorough knowledge of Yale forms, policies and procedures and financial monitoring. Working knowledge of Yale domestic and international travel forms, policies and procedures including ACH and wire transfers.

* Provides support in several areas including supporting the program business office with coordination and distribution of documents/correspondence to appropriate recipients to support processes and/or events.

* Greets visitors, responds to requests for information and provides assistance as needed. Orders and maintains an inventory of office and departmental supplies.

* Trains students assigned to support program events and activities. Coordinates student work and authorizes student timecards.

* Executes special projects and routine activities in support of the programs.

* Website and social media management.

* Processing of postdoc/visiting fellow appointments including visas and onboarding. Faculty appointment process coordination.

* Facilities requests and other general office support.

* Other duties as assigned.

The current hybrid schedule for this position is four days on campus and one remote day per week. If operational needs require a temporary or permanent shift to a five-day on-campus schedule, the hybrid arrangement will be suspended for the duration of that requirement.

Required

Skills and Abilities

1. Demonstrated intermediate proficiency with Microsoft Office (Word, Excel, and Outlook).

2. Excellent verbal, written, organizational and interpersonal skills; self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.

3. Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.

4. Demonstrated ability to multitask, be flexible and pivot as needed, prioritize tasks, meet deadlines, and work effectively with conflicting and/or competing deadlines and time constraints. Proven ability to function independently and as part of a team in a fast-paced environment. Excellent follow-up skills.

5. Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.

Preferred

Skills and Abilities

1. Previous experience with processing financial transactions, event planning and working in a fast-paced environment.

2. Ability and willingness to learn new technology and systems.

Principal Responsibilities

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…