Overview
Office Coordinator Jobs in Minnetonka, MN at Midwest Yogurt Inc
Senior Administrative Assistant
Early Modern Studies – Humanities
94186BR
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
Administration, Secretarial
Total # of hours to be worked:
37.5
Work Location
Central Campus
Worksite Address
320 York Street
New Haven, CT 06511
Work Model
Hybrid
Position Focus:
The Senior Administrative Assistant will support Yale’s Early Modern Studies Program and Medieval Studies Program. Reporting to the Operations Manager, the Senior Administrative Assistant with a great deal of autonomy will be responsible for providing comprehensive administrative and financial support to the programs, faculty, and students.
Responsibilities to include but not limited to: Oversees and coordinates administrative, program, financial and office activities. Serves as principal source of information for students, staff, and faculty on program activities and Yale’s policies and procedures. Serves as primary faculty support including clerical, logistical, and scheduling/calendaring needs for meetings and appointments. Coordinates and books travel arrangements (domestic and international) for faculty, students and guests as needed. Organizes, plans, coordinates and supports program events including administrative, facility, catering and equipment needs. Processes expenses for faculty, staff and students, including, but not limited to processing supplier setup, processing invoices, expense reimbursement reports, supplier invoice requests, cash sales and purchase orders using the Workday financial application system.
Ensures timely review of financial transactions and pending requests. Independently responds to, screens, and resolves or triages questions regarding financial information. Thorough knowledge of Yale forms, policies and procedures and financial monitoring. Working knowledge of Yale domestic and international travel forms, policies and procedures including ACH and wire transfers. Provides support in several areas including supporting the program business office with coordination and distribution of documents/correspondence to appropriate recipients to support processes and/or events. Greets visitors, responds to requests for information and provides assistance as needed. Orders and maintains an inventory of office and departmental supplies.
Trains students assigned to support program events and activities. Coordinates student work and authorizes student timecards. Executes special projects and routine activities in support of the programs. Website and social media management. Processing of postdoc/visiting fellow appointments including visas and onboarding. Faculty appointment process coordination. Facilities requests and other general office support. Other duties as assigned.
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 intermediate proficiency with Microsoft Office (Word, Excel, and Outlook). Demonstrated experience processing expense reports.
Required Skill/Ability 2:
Excellent verbal, written, organizational and interpersonal skills; self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.
Required Skill/Ability 3:
Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor. Demonstrated experience coordinating events.
Required Skill/Ability 4:
Demonstrated ability to multitask, be flexible and pivot as needed, prioritize tasks, meet deadlines, and work effectively with conflicting and/or competing deadlines and time constraints. Proven ability to function independently and as part of a team in a fast-paced environment. Excellent follow-up skills.
Required Skill/Ability 5:
Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.
Preferred Education, Experience and Skills:
Proven experience with processing financial transactions, event planning and working in a fast-paced environment. Ability and willingness to learn new technology and systems. Proven experience working in an academic or higher education environment. Proven experience booking travel and coordinating travel plans for university stakeholders.
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:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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
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Title: Office Coordinator
Company: Midwest Yogurt Inc
Location: Minnetonka, MN
