Senior Administrative Assistant

Salary Range: $31.83

Job Requisition

Location:

400 West Campus Drive, Orange, Connecticut

Work Model:
Hybrid

Time Type:
Full time

Reporting to the Division Manager of the Master of Science in Nursing (MSN) Program, provide confidential administrative support for the largest program in the Yale School of Nursing (YSN), which includes eight specialties and residential and hybrid programming. 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 (e.g., 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. 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. Provide coverage for other administrative support staff, as necessary.

• Oversee and coordinate administrative, program, and office activities.
• Establish, select, implement, and coordinate office procedures and systems.
• Serve as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Oversee and instruct support staff, oversee preparation of materials for grants, contracts, and budgets.
• Monitor expenditures, reconcile financial statements.
• Provide editorial support for a journal/publication; proofread and edit material for grammatical and factual accuracy; track copy through editing and production stages.
• Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assemble arrangements for necessary items.
• Compile, synthesize, and manipulate data; summarize findings and write reports or portions of reports.
• Greet visitors, answer and screen telephone calls, assess nature of business, respond to requests for information and provide assistance.
• Screen and respond to mail.
• Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material; assemble attachments and corresponding material.
• Review outgoing material for completeness, dates, and signatures; compose substantive correspondence and written material.
• Coordinate travel arrangements; schedule and coordinate meetings and appointments.
• Order and maintain inventory of supplies; take minutes or dictation.
• Perform additional functions incidental to office activities.

• Demonstrated proficiency in an administrative support role.
• Demonstrated ability to manage expense reimbursements and other Workday financial transactions.
• Intermediate to advanced proficiency in Microsoft Word, Excel (including experience with charts, graphs, some formulas), Outlook and basic PowerPoint.
• Familiarity with database software.
• Ability to prioritize work, handle complex and multiple assignments; achieve high quality work outcomes, meet deadlines, and solve problems independently and as part of a team.
• Ability to exercise good judgment and initiative on non-routine matters; be resourceful and proactive.
• Work experience following precise directions, understanding general policies and procedures, and implementing non-routine instructions.
• Strong organizational and problem‑solving skills with a high level of attention to detail; strong…