International Development Sr Administrative Asst-Yale University

Job Description

Job Title: International Development Sr Administrative Asst

Company: Yale University

Location: Yale, MI

Pay:

AI Pay Analysis: To assess whether the hourly rate for the “International Development Sr Administrative Assistant” role in Yale, MI is competitive and aligns with industry standards, we would typically consider several factors, including job responsibilities, required qualifications, and local market conditions. Generally, administrative assistant roles, particularly at a senior level, can expect to earn between $18 to $30 per hour, depending on experience and specialization. In more urban locations or within larger organizations, wages might be higher. Given that Yale is a smaller city, it’s likely that the rates might trend towards the lower end of this spectrum. If the offered rate is significantly above or below this range, it could indicate its competitiveness relative to similar positions. To make a well-informed judgment, however, specific data about the actual rate, required qualifications, and job responsibilities would be needed.

Job description:
Essential Duties
1. Oversee and coordinate administrative, program, and office activities, establishing and implementing office procedures and systems. Serve as the primary source of information for students, staff, and faculty regarding policies, procedures, programs, and office operations.
2. Supervise, instruct, and coordinate the activities of support staff. Oversee the preparation of materials for grants, contracts, and budgets. Monitor expenditures and reconcile financial statements.
3. Provide editorial support for a journal or publication, ensuring grammatical and factual accuracy through proofreading and editing. Track copy through various stages of editing and production while communicating effectively with authors, printers, and other stakeholders involved in published work.
4. Assess administrative, facility, and equipment requirements for symposia, lectures, seminars, and conferences. Arrange for necessary items and determine sources of relevant data. Compile, synthesize, and manipulate data, summarizing findings and writing reports or sections of reports.
5. Greet visitors and manage telephone calls, assessing the nature of inquiries and responding to requests for information while providing assistance as needed. Screen and manage incoming mail.
6. Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other materials. Assemble attachments and other corresponding documents, reviewing outgoing materials for completeness, dates, and signatures. Compose substantive correspondence and written materials.
7. Coordinate travel arrangements and schedule meetings and appointments. Manage inventory of office supplies and take minutes or dictation as necessary, fulfilling additional duties related to office activities.

Required Education and Experience
Candidates should possess six years of relevant work experience, with at least four years in the same job family at a lower level, along with a high school diploma; or four years of related work experience accompanied by an associate’s degree; or minimal work experience alongside a bachelor’s degree in a related field. An equivalent combination of experience and education is also acceptable.

Position Focus
The International Development Senior Administrative Assistant, reporting to the Associate Director and Program Manager, delivers comprehensive and high-level administrative, database management, travel coordination, and event planning support to frontline gift officers on the International Development team. This support is vital to their efforts in cultivating, soliciting, and stewarding international donors and prospects.

Key responsibilities related to data management include entering significant volumes of data into the alumni and donor database, generating reports, participating in new reporting and database projects, ensuring the accuracy of communications with prospects and donors, designing and producing ad hoc reports and analyses by integrating data from multiple sources, and updating the team’s organizational systems and reporting practices.

In relation to travel and events, the Senior Administrative Assistant will prepare detailed travel itineraries for various team members and administrators, develop complex expense reports, and coordinate regional and international events, including managing attendance lists, extending invitations, and confirming participation. This role also encompasses the organization of special events, such as campus visits, ensuring their successful execution.

Communication duties include organizing and executing both hard-copy and online mailings to various constituencies, writing, formatting, and proofreading briefing and correspondence materials, assisting with responses to gift inquiries, and managing communication via phone, email, and mail.

The Senior Administrative Assistant may also take on additional projects as requested by the Director of International Development, Associate Director/Program Manager, and other team members.

Preferred Education, Experience, and Skills
A foundational knowledge of fundraising practices and development data/database management systems is preferred. Proficiency in one or more foreign languages and experience within a university environment is advantageous.

Posting Disclaimer
This job description aims to provide a representative summary of the essential functions anticipated for the role and should not be viewed as a definitive listing of duties and responsibilities associated with the specific position. Employees will be assigned specific job-related responsibilities by their hiring departments.

Compensation Grade
Labor Grade D, Bargaining Unit L34 – Local 34 (Yale Union Group)

Time Type
Full time

Required Skills and Abilities
1. Exceptional attention to detail and accuracy, with a demonstrated ability to operate effectively in a fast-paced, deadline-oriented office environment. Strong organizational skills with the capacity to prioritize tasks and meet tight deadlines, alongside proven multi-tasking abilities for various staff and competing priorities.
2. Excellent interpersonal skills and a collaborative spirit, demonstrating flexibility, cooperation, and engagement with the team’s work.
3. A commitment to fostering an inclusive workplace that engages diverse audiences, with comfort in working with foreign names and addresses and effective communication with individuals from other countries.
4. Proficient computer skills, particularly in Microsoft products, with advanced knowledge of Word and Excel, and proven experience in managing data through a database. Demonstrated ability to learn new technology quickly and communicate effectively, coupled with strong proficiency in spelling, punctuation, and grammar for accurate proofreading.
5. Ability to maintain confidentiality and communicate effectively with high-level donors and senior Yale administrators. Reliability, punctuality, and a strong attendance record are essential.

Note
Yale University is a tobacco-free campus.

Wage Ranges
Click to see our Wage Ranges

Work Model
Hybrid

Health Requirements
Certain positions may have associated health requirements based on specific responsibilities. These could include vaccinations, tests, or examinations, as mandated by law, regulation, or university policy.

Job Posting Date: Thu, 21 Nov 2024 03:53:35 GMT

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