Overview
Bilingual Admin Clerical Jobs in Tacoma, WA at Professional Staff Northwest
Senior Administrative Assistant
Institute for Foundations of Data Science
93637BR
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
Searchable Job Family
Secretarial
Total # of hours to be worked:
37.5
Work Days/Hours (Other than Standard)
Occasional weekend or evening hours to cover events
Work Week
Standard (M-F equal number of hours per day)
Work Location
Central Campus
Worksite Address
219 Prospect Street
New Haven, CT 06511
Work Model
On-site
Position Focus:
The Institute for Foundations of Data Science (FDS) is in search of a Senior Administrative Assistant who will provide operational and logistical support for the institute and act as the primary administrative support for two or more resident faculty members, including the current FDS Director, Professor Daniel Spielman. Reporting to the Managing Director, the position will also provide some support to senior staff, and to postdocs and graduate students of resident faculty. FDS is heavily event-focused, requiring an individual in this role who thrives in a dynamic environment characterized by tasks and goals that change according to programmatic decisions made by the institute’s leadership. The Senior Administrative Assistant will work as part of a team, providing input on operational aspects of academic events and administrative operations. Role will perform specific, specialized duties including, but not limited to, managing correspondence, travel arrangements; calendar management involving meetings and shared space; ensuring smooth operations through procurement of goods and services and coordinating upkeep of the physical space; completing expense reports; and managing administrative aspects of events, including in-house regularly occurring colloquia, special seminars or other events, and larger workshops and conferences. Managing the FDS web site content is also an important part of this role. With respect to all duties, this role establishes work procedures and standards to improve efficiency and effectiveness of all assigned operations as well as compliance with university policies.
Other responsibilities include: support recruiting and onboarding of new personnel; ensure that team of students, postdocs, and staff are well outfitted to conduct their work; serve as the point of contact for all offices internal and external to Yale; manage domestic and international travel and meetings for FDS personnel; prepare reports, nominations, recommendations and other important correspondence; prepare and oversee the collection of documents, materials and agendas for meetings, events and conferences; ensure presentations, speeches and other items are prepared in advance and that preparations for all future calendar events are on schedule; support the preparation and submission of grant applications; and will be responsible for the preparation of expense reports and purchase requisitions.
The standard hours for this position are 8:30am-5:00pm, Monday through Friday, with the expectation to work non-standard hours with advanced notice. Up to one day per week during the academic calendar year may be performed remotely with the possibility of up to two days during the summer months.
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 high-level administrative support skills, with strong customer service orientation. This includes demonstrated ability to manage busy and complex event calendar.
Required Skill/Ability 2:
Demonstrated ability to manage complex procurement tasks and expense reporting to align with policies so as to enable program success as well as help ensure for accurate financial reporting.
Required Skill/Ability 3:
Proven record of resourcefulness with the ability to work independently, without continuous direction, and to identify and utilize available resources to complete tasks thoroughly and efficiently. Demonstrated organizational skills and follow-through. Ability to prioritize competing tasks, seeking guidance appropriately.
Required Skill/Ability 4:
Strong verbal and written communication skills, with excellent attention to detail. Ability to interact effectively with people at all organizational levels, and to strive to resolve problems and build positive relationships. Ability to handle sensitive matters with discretion, maintaining confidentiality.
Required Skill/Ability 5:
Well-developed computer skills and aptitude, including at least intermediate proficiency with Microsoft Word and Excel and basic proficiency with Microsoft Excel. Ability to utilize online financial systems and web site content-management tools. Ability and willingness to learn new technology, systems and processes.
Preferred Education, Experience and Skills:
Competitive candidates will have experience supporting academic units in a university environment and managing calendar for leadership group; coordinating catered events; managing complex travel itineraries, including international trips; and processing invoices, contracts, and payments. Demonstrated skill with web site content management systems is also a plus.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Drug Screen
No
Health Screening
No
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. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.
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.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus
Title: Bilingual Admin Clerical
Company: Professional Staff Northwest
Location: Tacoma, WA
