Sr Admin Asst, Ctr for Intl & Pro Exp

University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Wage Ranges: Click here to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 55 Whitney Avenue
New Haven, CT 06510
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Administration
Total # of Hours to be Works: 37.5

Position Focus:
Provide high-level administrative support to the Center for International & Professional Experience (CIPE) and its units: Study Abroad, Fellowships & Funding, Office of Career Strategy, and Yale Summer Session. Customer service-centered role, supporting multiple CIPE initiatives and the welcome reception area, including but not limited to:
Support the International Summer Award (ISA), including overseeing the stewardship of multiple donor funds supporting the ISA
Oversee the collection and uploading of student transcripts for study abroad opportunities
Facilitate in the planning and execution of events for the Office of Career Strategy
Provide timely technical support for the check-in kiosk systems, collaborating with the CIPE Director of Technology, to ensure continuity of check-in operations for all visitors
Serve as a member of CIPE Committees, such as the CIPE Outreach Committee, acting with colleagues to plan and execute events for several hundred students
Coordinate 8-10 student workers, coordinate their hiring and supervision with other members of the CIPE, and manage their training and mentoring, including creating training materials and approving weekly timecards
Serve as a backup greeter for visitors, welcoming all visitors with professional courtesy.
Support CIPE through a variety of administrative duties including facilities requests, event management, employer programming, travel planning, and office supply ordering/organization
Understand and maintain the confidentiality of interactions among staff, students, parents, faculty, alumni, and external contacts
Provide backup assistance to other C&T staff throughout CIPE, working as part of a cohort to best support Yale students
Use the University's electronic systems for expense management, travel booking, and placing orders with vendors.
Perform additional duties as assigned with a high level of professionalism and courtesy


Essential Duties:
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.

Required Skill/Ability 1:

Demonstrated success with event coordination and project management. Demonstrated ability to manage multiple projects, create and follow a project plan, maintain accurate records, and compile and summarize data for reporting purposes.

Required Skill/Ability 2:

Superior administrative and organizational skills with complete accuracy and attention to detail. Demonstrated ability to work independently and make independent judgments, such as when managing student workers and responding to inquiries for information about services, policies, and procedures.

Required Skill/Ability 3:

Demonstrated ability to assimilate information and provide feedback quickly. Demonstrated success in interpersonal relations in a busy and service-oriented work environment. High-level interpersonal skills to interact with students, faculty, parents, vendors, alumni, and employer representatives, and to collaborate with colleagues across CIPE and Yale.

Required Skill/Ability 4:

Intermediate to advanced proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint). Demonstrated ability to learn new technology systems quickly. Ability to process expense reimbursements. Exemplary writing, editing, and communication skills.

Required Skill/Ability 5:

Appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).



Preferred Education, Experience and Skills:
Associate or Bachelor Degree. Preferred and at least 3 years of experience in event coordination, project management, and data entry. Prior experience working with student employees is a plus.


Drug Screen: No
Health Screening: No

Background Check Requirements:


COVID-19 Vaccine Requirement:
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.


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.

To apply, visit https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25053&siteid=5248&PageType=JobDetails&jobid=1544856



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