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Fri Apr 27, 2018 - 16 weeks ago

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Sr. Administrative Assistant, Student Affairs

Reporting to the Assistant Dean of Student Affairs, the Senior Administrative Assistant provides support for student affairs units and all administrative aspects of work with student affairs and student life group programs.
1. Provide support for all first-year matters, including first-year orientation. Plan and coordinate all logistics associated with Keynote Address, Bazaar of Undergraduate Organizations, Class Night, Welcome to New Haven, Security & Safety, Wellness & Support, Information Fair, Old Campus events, and other events during the opening days of college.
2. Compile and update the Calendar of Opening Days and coordinate with departments and student organizations to add their events. Maintain first-year website.
3. Coordinate all forms of first-year communications to students, parents, heads and deans, first-year counselors, YCDO staff, center directors; respond to student and parent inquiries; attend events as needed; request permits from the City of New Haven for traffic and street closures.
4. Staff the first-year orientation committee, schedule all meetings, including sub-committee meetings.
5. Coordinate all aspects for the First-Year Counselor program, including training schedule, communications, expenses, counselor information, answer inquiries. Purchase items and staff the weeklong training in mid-August to take care of day to day needs like communication with ITS, distributing items to the counselors, and ensuring food is properly delivered.
6. Serve as the central administrative contact for move-in day and weekend. Coordinate with the Yale Police, Security, the City of New Haven, the residential colleges, Athletics, Yale Health, Undergraduate Admissions, and the Office of the Registrar. Physically staff move-in weekend events and request permits from the City of New Haven for traffic and street closures.
7. Coordinate centralized logistics for all pre-orientation programs including on campus housing, meals, the application process, and communication with Program Directors.
8. Provide programmatic support to the assistant director of Student Affairs with Undergraduate Organizations, the spring and fall Bazaars, other large events, answering student organization inquiries, hiring, paying, and tracking the Student Organizations Consultants, and the day to day oversight of Yale Connect (OrgSync). Make purchases and reserve spaces as needed and provide logistical assistance to high impact student organizations. Coordinate with the Yale College Business Office on matters pertaining to student organizations.
9. Coordinate with the Executive Committee regarding student organizations going through the disciplinary process. Track the discipline of student organizations in accordance with the YCDO standards of confidentiality.
10. Serve as the main contact for the Registrar's Office regarding student organizations who use on campus space.
11. Staff the Undergraduate Organizations Committee and schedule all meetings, including meetings for the organization onboarding process.
12. Provide administrative support to the Assistant Dean on First-Year Affairs, FroCo program, Undergraduate Organizations and other programs under their purview, including the Yale/Harvard Game and Yale Facebook. Maintain calendars, coordinate programs and maintain/budgets. Provide reception duties. Screen and respond to calls and e-mails. Assist or refer the call appropriately; provide information to the appropriate dean. Serve as the principal source of information for Yale College to students, faculty, and staff on academic policies, procedures and general programs and office activities.
13. Assist with coordinating the Yale College Public Speaking Competition, Yale College Prize Awards, post-term meals, and the YSO Halloween Show.
14. Provide program support for existing and new initiatives and programs in student affairs and student life.
## 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.
Attention to detail, excellent editing skills, accurate record-keeping. Ability to work independently and under pressure. Mature judgment when handling problems. Ability to manage confidential information. Superb interpersonal skills, ability to work with students, faculty, staff and parents in a professional manner on the phone, in person and electronically.
Ability to engage in several tasks at the same time and to be able to tolerate frequent interruptions in any one task and still execute it in a reasonable time frame. Ability to work across units, strong ability to multi-task numerous projects, and work with multiple supervisors. Excellent written and verbal communication skills. A writing sample will be requested.
High level of computer skills including Microsoft Office suite, survey software (e.g., Qualtrics), and database software. Strong technical skills with the demonstrated ability and willingness to learn new programs and technology. Demonstrated ability to provide high level support in an administrative capacity.
Ability to work a schedule that is sometimes outside of typical office hours - ability to be available mid-July to mid-September to manage first-year program planning and implementation. Interest in and ability to take on new assignments as office needs shift and new initiatives and programs are developed and tested.
Ability to demonstrate an appreciation for the work of the Student Affairs office and a commitment to making the office a low-stress environment, focusing on getting the tasks completed in a professional, efficient and collaborative manner. References will be required of all those who are interviewed.
Preferred experience with Org Sync, Workday, Microsoft Word mail merge, Excel pivot tables and graphs or other reporting software. Experience with Banner and website development (e.g., Maxient, CMS, webforms).
## Background Check Requirements
All 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 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.
## Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University's Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:
*Original Posting Date:* 09-Apr-2018
*Supervisory Organization:* Yale College - Student Affairs - Undergraduate Organizations
*Posting Position Title:* Sr. Administrative Assistant, Student Affairs
*Bargaining Unit:* L34 - Local 34 (Yale Union Group)
*Time Type:* Full time
*Duration Type:* Regular
*Compensation Grade:* Labor Grade D
*Work Location:* Central Campus
*Worksite Address:* 55 Whitney Avenue New Haven, CT 06510
*Work Week:* Standard (M-F equal number of hours per day)
*Total # of hours to be worked:* 37.5
*Weekend Hours Required?:* Occasional
*Evening Hours Required?:* Occasional
*Drug Screen:* No
*Health Screening:* No
*Note:* Yale University is a tobacco-free campus