Senior Administrative Assistant, International Development

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Overview

Reporting to the Program Manager, the International Development Senior Administrative Assistant provides comprehensive and high-level administrative, database, travel, and event planning support to frontline gift officers on the International Development team to advance their mission to cultivate, solicit and steward international donors and prospects. While support will primarily be focused on the International Development teams, the Senior Administrative Assistant may be called on to assist with tasks for other members of the Team of Teams which is a group made up of International Development, Parent Gifts, Principal Gifts, Corporate and Foundations, Schools and Units, and Science Strategy. This also includes supporting the AVP, Office of Development with administrative tasks as assigned. Details on the various areas of responsibility are provided below.

Data related responsibilities include entering large volumes of data into the alumni and donor database; generating database reports and participating in new reports and database projects as needed; ensuring the accuracy of information relayed to prospects and donors as well as the accuracy of data in the alumni and donor database; designing, developing, and producing ad hoc reports and analyses by assimilating data from multiple sources; identifying and requesting needed database changes to support reporting and analysis; and updating and improving team’s organizational systems and reporting.

Responsibilities related to travel and events include producing high-level travel itineraries for the team and administrators at Yale, including the president, vice presidents, and deans and directors; preparing complex expense reports; coordinating regional and international events including compiling and maintaining attendance lists, extending invitations, and confirming attendance; and coordinating special events (e.g., campus visits) to ensure their timely and successful completion.

Communications related responsibilities include organizing and executing both hard-copy and online mailings to various constituencies; writing, formatting, editing/proofreading, and assembling briefings and correspondence materials for the team and other administrators at Yale; drafting and/or assisting with various communications including responses to gift inquiries; and responding to phone calls, e-mail, and mail.

The Senior Administrative Assistant may also be asked to undertake other projects upon request of the Director of International Development, Program Manager, and other team members.

Required Skills and Abilities

1. Exceptional attention to detail and accuracy. Ability to function effectively in busy, deadline-oriented office environment. Outstanding organizational skills, ability to prioritize work/meet tight deadlines. Proven ability to multi-task for multiple staff and successfully handle competing priorities.

2. Strong interpersonal skills. Team player, ability to be flexible, cooperative, and engaged in the work of the team. Ability to work collegially with peers, colleagues, and others within/outside the university.

3.  Comfort working with foreign names/addresses and communicating with individuals in other countries.

4. Excellent computer skills, including knowledge of Microsoft products; advanced knowledge of Word and Excel. Experience managing data using a database. Comfort learning new technology.  Strong communication skills; proficiency with spelling, punctuation, and grammar; ability to accurately proofread correspondence.

5. Able to maintain confidentiality. Ability to communicate effectively with top-level donors and senior Yale administrators. Reliability, punctuality and an excellent record of attendance.

Preferred Skills and Abilities

1. Knowledge of fundraising practices, as well as development data/database management systems.

2. Knowledge of one or more foreign languages.

3. Experience in a university setting.

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. Mon