Senior Administrative Assistant, CLS-Yale University

Job Description

Job Title: Senior Administrative Assistant, CLS

Company: Yale University

Location: Yale, MI

Pay:

AI Pay Analysis: To provide an accurate analysis of the hourly rate for the “Senior Administrative Assistant, CLS” role in Yale, MI, it would typically be necessary to have specific salary data or figures to compare against industry standards. However, generally, senior administrative assistant roles in the Midwest, including Michigan, tend to range between $18 to $30 per hour depending on the complexity of the tasks, the specific industry, and the experience level required. Based on this range, if the offered rate falls within or exceeds these figures, it would be considered competitive; otherwise, it might not align with industry standards. For a precise assessment, having the specific hourly rate would enhance the evaluation accuracy.

Job description:

Provide a comprehensive range of administrative, clerical, and financial support to the Center for Language Study (CLS). Assist in the coordination of administrative, programmatic, and office activities while helping to select and implement office procedures and systems. Act as the primary information resource for students, staff, and faculty regarding the policies, procedures, programs, and operations of the Center. Undertake routine office tasks and ensure the smooth operation of office equipment.

Deliver extensive support for the English Language Program (ELP), serving as the registrar for ELP courses and workshops. Maintain an up-to-date database of ELP students and programs, which includes courses, assessments, workshops, and tutoring. Generate reports on enrollments and attendance for both the ELP Language Program Director and the CLS Director. Coordinate student training on the online speech tutoring system, Carnegie Speech, and assist in the management of the intensive English Summer Program for graduate students by organizing events and activities, preparing budgets and materials, and providing support to students and faculty.

Facilitate event planning for CLS, including conferences, Brown Bags, lectures, workshops, and other special projects. Offer on-site support, collaborate with service providers at Yale and within the community, and maintain and update event budgets as necessary. Conduct venue research, update and distribute conference schedules, and organize event materials while managing contact and mailing lists.

Oversee publicity and marketing efforts for CLS; maintain and enhance the CLS website; design and produce brochures, flyers, and other promotional materials for CLS programs and events.

Perform additional related duties as required or assigned.

Position Requirements:
Candidates should possess six years of relevant work experience, with at least four years in a similar role, alongside a high school diploma; or four years of relevant experience coupled with an Associate’s degree; or a Bachelor’s degree in a related field with minimal prior work experience; or an equivalent combination of education and experience.

This position may require occasional weekend and evening hours.

The incumbent will report to the CLS Director, providing high-level administrative, clerical, technical, and financial support, including direct assistance to both the CLS Director and the Associate Director for English Language Programs. Responsibilities encompass effective customer service and administrative support to ensure seamless operations within the CLS, including event planning, calendaring, room reservations, and the preparation of meeting materials. The role also encompasses expense management, website maintenance, coordination of classroom technology support, and maintaining correspondence via Yale Message. The ability to accommodate evening and weekend hours as needed is essential.

Preferred Qualifications:
A Bachelor’s degree is preferred.

Note:
This job description serves as a representative overview of the essential functions required for the position and should not be construed as a definitive declaration of specific duties and responsibilities associated with this role. Employees will receive specific job-related duties upon their hiring.

Background Check Requirements:
All prospective employees will undergo pre-employment background screenings relevant to this position, which may include motor vehicle checks, DOT certification, drug testing, and credit assessments based on job requirements. Hiring offers are contingent upon successfully completing the background verification process. For additional information, please refer to "Learn about background checks" under the Applicant Support Resources section of the Careers page on the It’s Your Yale website.

Work Type:
This is a full-time position with a standard work week of 37.5 hours, Monday through Friday.

Skills and Abilities Required:

1. Proficiency in Microsoft Office applications, with the ability to utilize document and project management tools effectively. Experience in data compilation and reporting across various applications is essential, as is strong calendar management capability.
2. Excellent organizational skills and meticulous recordkeeping are critical, along with knowledge of purchasing, budgeting, and accounting processes, particularly financial reporting and expense management.
3. The ability to collaborate with diverse educational systems and effectively engage with students, faculty, and staff is necessary. Strong customer orientation and problem-solving skills are essential for success in this role.
4. Independent work ethic with the ability to thrive in a fast-paced environment while managing multiple deadlines. Attention to detail and discretion regarding confidential information are paramount.
5. Prior experience in providing administrative support and event planning is required. Flexibility to work occasional evenings and weekends is also needed.

Yale University maintains a tobacco-free campus.

Job Posting Date: Thu, 07 Nov 2024 06:00:53 GMT

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