Yale University offers exciting opportunities for achievement and growth in New Haven, Connecticut. Conveniently located between Boston and New York, New Haven is the creative capital of Connecticut with cultural resources that include three major museums, a critically-acclaimed repertory theater, state-of-the-art concert hall, and world-renowned schools of Architecture, Art, Drama, and Music.
STARS Requisition Number 25983BR
Department Sch of Management
University Job Title Senior Administrative Assistant
Posting Position Title Recruiting Coordinator
Bargaining Unit L34
Job Category Clerical & Technical
Type of Employment Full Time
Duration Type Regular
Salary Grade D
Work Location Central Campus
Worksite Address 165 Whit (mail: SOM)
Work Week Standard (M-F equal number of hours per day)
Position Focus: Provides high level administrative support for the Yale School of Management's Office of Career Development (CDO) and for the Director of the CDO. Manages Yale SOM employer recruiting logistics for in-person and virtual events and interviews; serves as an information resource for all Yale SOM employers, students, and alumni. Serves as liaison among CDO staff in communicating specific student, alumni, and/or employer requests that requires a decision from a CDO Relationship Manager or the CDO Director. Works closely with the CDO Director and Relationship Managers to manage and update the MBA Focus software (the CDO Recruiting System) and interface and troubleshoot with software vendor contacts and SOM IT staff. Manages all logistics for key external Career Development Office (CDO) events, including on-campus interviews, corporate presentations, and job treks. Provides high level service and support to recruiters during on-campus visits, including room reservations, facility needs, catering, AV equipment, and laptop provisions. Meets and greets employers upon arrival to the CDO, and oversees student hosts during employer visits. Creates marketing materials related to recruiting events as well as welcome packets for each on-campus interviewer (including interview schedules, rsums, and evaluation forms). Ensures set-up of the CDO interviewing suite each morning during recruiting season. Collects business cards from each interviewer and scans contact data for CDO records. Verifies and posts student and alumni job opportunities submitted to the CDO Recruiting System. Under the direction of a Relationship Manager, communicates and collaborates with employers regarding job descriptions, ensuring they are appropriate, and offers additional guidance to employers with regard to recruiting options at Yale SOM. Compiles and disseminates Yale SOM resume referrals and contact students accordingly as necessary. Trains new C&T staff, provides back-up for other C&T staff, and oversees the distribution of work for temporary staff, as needed. Uses the University's electronic systems for expense management, travel booking, and placing orders with vendors. Supports CDO Relationship Managers during evening or weekend recruiting events and travel to Yale SOM recruiting / alumni events, conferences, and other outreach visits, as needed. Serves as an active participant and contributor during CDO operations meetings.
Department URL Address: Click here for more information
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 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: Proficient with MS Office products including advanced Word (including mail merges), advanced Excel, and advanced PowerPoint, Outlook email and calendar.
Required Skill/Ability 2: Strong attention to detail. Excellent organizational skills. Demonstrated and proven ability to multi-task. Ability to work successfully in a fast-paced and changing environment.
Required Skill/Ability 3: Exhibit superior interpersonal communication skills and professional demeanor. Excellent customer service orientation. A team player that works well with other members of the staff.
Required Skill/Ability 4: Excellent verbal communication ability. Must be able to develop credibility quickly with employers and SOM community.
Required Skill/Ability 5: Occasional travel in U.S. to support events and ability to flex schedule as needed.
Preferred Education, Experience and Skills: Experience in MBA career services. Experience with web based systems for virtual recruiting events. Experience with Access database.
Weekend Hours Required? Occasional
Evening Hours Required? Occasional
Drug Screen No
Health Screening No
Background Check Requirements All External candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Yale University is an affirmative action/equal opportunity employer. Yale values diversity in its faculty, staff, and students and strongly encourages applications from women and members of underrepresented minority groups.