Chairs Assistant Position Available In South Central Connecticut Planning Region, Connecticut

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Employer Name:

•Yale University 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 Skill/ability 1: Well-developed decision-making and problem-resolution skills. Ability to plan, organize, and manage a large volume of work and many different administrative tasks in a complex, fast-paced environment. Ability to engage in several tasks at the same time and tolerate frequent interruptions in any one task and still execute it in a reasonable timeframe. Required Skill/ability 2: Strong interpersonal skills and demonstrated ability to communicate in a clear, consistent, and collegial manner. Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University. Demonstrated experience in managing relationships and influencing outcomes. Required Skill/ability 3: Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed. Ability to anticipate changes in the business/academic environment and proactively manage change. Required Skill/ability 4: Proven experience in an Administrative Support role. Advanced analytical skills and financial aptitude. Possess strong Excel (including other Microsoft Office products) skills, mathematical and the ability to analyze financial data. Required Skill/ability 5: Demonstrated creativity and effectiveness in a complex organization. Sensitivity to and ability to effectively maintain confidentiality of information and materials. Mature judgement when handling sensitive issues. Ability to prioritize, anticipate and proactively solve problems.

Preferred Education:

Proven experience working in an academic environment; demonstrated faculty support skills. Familiarity with Workday and academic appointments. Event planning experience. Advanced proficiency with MS Office.

Work Week:

Standard (M-F equal number of hours per day)

Posting Position Title:

Senior Administrative Assistant University Job Title:

Chair’s Assistant Preferred Education, Experience and Skills:

Proven experience working in an academic environment; demonstrated faculty support skills. Familiarity with Workday and academic appointments. Event planning experience. Advanced proficiency with MS Office. 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.