Senior Administrative Assistant 2, Head of College

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Position Focus:

In a very busy, service-oriented work environment, functions as part of a team with the Head of College, the Dean, the Assistant Director of Operations, the Sr. Administrative Assistants, Service Assistant and other appropriate university departments to facilitate the smooth running of residential college activities. Reporting to the Head of College and with limited supervision and guidance from the Assistant Director of Operations, oversees Head of College systems and activities, coordinates and oversees the work of student aides in the Head of College office, serves as point of contact for students, fellows, resident fellows, and residential college visitors with regard to policies and space; provides financial support functions, and provides high level administrative support to the Head of College.

Skills & Abilities:

Required Skill/Ability 1:

Demonstrated success in interpersonal relationships in a busy, service-oriented environment. Strong administrative and organizational skills. Ability to make independent judgments and to work semi-autonomously without close supervision.

Required Skill/Ability 2:

Professional demeanor, superior written and communication skills. Writing samples will be requested at the time of interview.

Required Skill/Ability 3:

Ability to utilize PC equipment and with Microsoft Windows. Proficiency with Word, Excel, PowerPoint, and Outlook scheduling.

Required Skill/Ability 4:

Proven ability to multitask. Ability to engage in several tasks at the same time and to tolerate frequent interruptions in any one task and still execute within a specific time frame. Proven ability to work in a team environment as well as independently.

Required Skill/Ability 5:

Ability to understand university policies and procedures. Ability to work with Yale’s financial system, reconciliation of university statements and personal checkbook reconciliation.

Required Skill/Ability 6:

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.).

Overview

In a busy, service-oriented environment, the Sr. Administrative Assistant 2 supports the academic and social programs of the residential college. The role involves working as part of a team with the Head of College, Dean, Operations Manager, and other university departments to ensure the smooth running of college activities. Reporting to the Head of College, the assistant oversees Head of College systems and activities, coordinates the work of student aides, and serves as the primary contact for students, fellows, resident fellows, and visitors regarding policies and space. Additionally, the assistant provides high-level administrative and financial support, including the management of college events and projects.

Required Skills and Abilities

1. Demonstrated success in interpersonal relationships in a busy, service-oriented environment. Strong administrative and organizational skills, with the ability to make independent judgments and work semi-autonomously.
2. Professional demeanor with superior written and communication skills. Proficient with Microsoft Windows, Word, Excel, PowerPoint, and Outlook scheduling.
3. Proven ability to multitask and handle several tasks simultaneously, tolerating frequent interruptions while executing tasks within a specific timeframe. Ability to work effectively both independently and as part of a team.
4. Knowledge of university policies and procedures, and ability to work with Yale's financial system, including reconciliation of university statements.
5. Appreciation and respect for principles of diversity, equity, and inclusion, with the ability to engage with diverse individuals.

Preferred Skills and Abilities

1. Proficiency using Workday, StarRez, Student Grants Database, Sciquest, Yale Student Employment System, and Yale Message.
2. Previous experience overseeing and coordinating the work of others, with proven interaction with undergraduate students, faculty, and staff at various levels.
3. Previous financial experience working with reconciliations and managing financial transactions.
4. Familiarity with EMS, Banner, START, and InDesign.
5. Experience in an academic environment, supporting college activities and events.