Job Details

Yale University
  • Position Number: 3127710
  • Location: New Haven, CT
  • Position Type: Secretary and Administrative Assistants

Senior Administrative Assistant/EGC & IDE

University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Wage Ranges: Click here to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 27 Hillhouse Avenue
New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Secretarial
Total # of Hours to be Works: 37.5

Position Focus:
The Economic Growth Center (EGC) is Yale's hub for research and teaching on international development and trade.. Established in 1961, it has a long history serving as a training ground for researchers and policy practitioners. Today, it supports a diverse set of faculty, fellows and students working to understand not only the links between economic growth and poverty, but also how rising inequality and a changing climate affect individuals well-being.

The International and Development Economics (IDE) program is a one-year Master's program hosted at the EGC, focused on building the skillset of students in applied economic analysis to enable them to better grapple with today's global challenges as development practitioners or in preparation for a PhD in a related field. The program has a tight-knit, majority international student body with strong foundations in economics and mathematics. The program has about 30 students enroll, out of over 400 applying a year.

The successful candidate for this position would serve as the principal resource to current and prospective IDE students. This important component of the overall role includes: providing guidance and information on administrative, academic and procedural matters for all the IDE students; fostering a welcoming and engaging environment for the students at the EGC, providing for students to interact with one another and others at the EGC; providing support to the IDE Director on student and program issues; planning and coordinating all IDE events, including the new student orientation, any prospective student visits, all program-sponsored social gatherings, the annual dinner, and all commencement activities. Other tasks may also be required for special projects identified by the IDE Director to support new and ongoing priorities for the program.

Other key responsibilities for this role include: serving as liaison with the Graduate School, the Office of International Students and Scholars, the English Language Institute, Graduate Student Housing, Student Financial Services and other relevant departments; maintaining confidential student files and academic record keeping; assisting students with online registration; fielding calls and emails from prospective students to provide relevant information about the program; tracking and reviewing student transcripts to ensure compliance with University and department requirements; updating and maintaining the IDE program website; coordinating the IDE Research Assistant program.

The Senior Administrative Assistant would also serve as the welcome receptionist for the EGC, directing calls and visitors. Other responsibilities at the EGC include: supporting the deployment of EGC events, student and alumni engagement, processing reimbursements or providing other administrative support for EGC faculty; coordinating recommendation letters; providing ad hoc editorial support; processing payments, and website support.

[The following Essential Duties are generic in nature; the information in the Position Focus is the most relevant.]

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.

Required Skill/Ability 1:

Demonstrated ability and enthusiasm for working and interacting with students, faculty, staff and visitors of various seniority. Ability to create a nurturing environment for international students and scholars from all over the world. Proven ability to interact with a diverse group of people. Absolutely excellent interpersonal, written and oral communication skills.

Required Skill/Ability 2:

Superior computer skills, including MS Word and Excel. Proven ability using email, calendaring, and scheduling software. Proven ability to draft correspondence and handle confidential material.

Required Skill/Ability 3:

Ability to work independently, prioritize, and balance multiple tasks with a high degree of accuracy and meet deadlines in a busy environment with frequent interruptions. Mature judgment and discretion required.

Required Skill/Ability 4:

Demonstrated event planning and program coordination skills, including strong organizational skills.

Required Skill/Ability 5:

Reliable, responsible, professional, and flexible. Availability to work occasional evenings.

Preferred Education, Experience and Skills:
1-2 years of full-time work experience in a similar setting and a Bachelors degree in a related field. Ideally, experience with Drupal or similar content management software.

Drug Screen: No
Health Screening: No

Background Check Requirements:

COVID-19 Vaccine Requirement:
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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.

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