Senior Administrative Assistant, Academic Dept

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

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Accounting/ Financial, Business Operations, Secretarial

37.5

Standard (M-F equal number of hours per day)

Central Campus

219 Prospect Street
New Haven, CT 06511

Hybrid

Reporting to the Sr. Finance Manager the Sr. Administrative Assistant, Financial and Faculty Support Assistant provides high-level administrative and customer service support to multiple faculty and their lab for two biology units. The Sr. Administrative Assistant will be responsible for: reviewing and approving financial activity of all operating accounts, reviewing routine transactions for accuracy and completeness. Also, processing entries using Workday Financials including, Journal Entries/Payroll Accounting Adjustments, Spend Authorizations, Purchasing Intake Portal and Cash Deposits. Coordinating subaward invoices with DBO, PI and A/P. The Sr. Administrative Assistant will ensure backup documentation supports payment requests and reimbursements per university policies and procedures. Clear COA inaccuracies, invoices on hold, and labor suspense. Support AP and Procurement functions. Serve as contact for Purchasing Department and Accounts Payable. Resolve unpaid or delinquent payments to staff or vendors. Input and retrieve data from the University’s Workday system. Ensure cardholder compliance with university policies and procedures. Approve Expense Reports. Review and monitor University Service Agreements. Manage departmental standing orders and maintenance service contracts. Serve as a source of information to faculty, staff, students, and external contacts on financial policies, procedures, and department activities. When needed, provide backup to cover business office staff during vacation, absences, and peak operating periods.

The Sr. Administrative Assistant will also have a collaborative reporting relationship to the Faculty & Academic Affairs Manager and will be responsible for: processing Yale credit card (P-Card) transactions, expense reports (ERs) and reimbursements, assist with ordering supplies, calendaring, coordinating domestic/international travel, and maintaining faculty bio sketch/curriculum vitae (CV).

May perform other duties as assigned.

1. Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures. 2. Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests. Creates and distributes Departmental schedules, documents, and reports. Processes and supports faculty appointments. 3. Oversees and monitors Department budgets. Participates in budget preparation and quarterly monitoring. Processes financial paperwork. Coordinates with faculty use of student work-study hours; authorizes work-study timecards. 4. Provides organizational and logistical support for Departmental admissions process. Serves as liaison to the Registrar/Admissions Office. Trains students assigned to support Department specific admissions activities. 5. Organizes, coordinates, and implements Department specific events. 6. Oversees and maintains Department databases and mailing lists. 7. Oversees and maintains Department collections and bequests. 8. Other duties as assigned by Chairs of Departments.

Six years of related work experience, four of them in the same job family at the next lower level, and a 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.

Demonstrated ability to analyze financial data and willingness to absorb incidental responsibilities and contribute to special projects to ensure the smooth functioning of the office.

Demonstrated high-level administrative support skills. Proven record of resourcefulness and being a self-starter. Ability to think strategically and to identify/utilize available resources to complete tasks thoroughly and efficiently.

Exemplary organizational and time management skills. Ability to multi-task and complete tasks with competing deadlines. Self-directed with the proven ability to take initiative, problem solve, and exercise independent judgment.

Superior oral and written communication skills. Capable of composing email drafts with minimal guidance. Excellent proofreading skills. Proficiency in Microsoft Office Word, Excel, PowerPoint, Outlook, and other web-based calendaring.

Demonstrated success in detailed and analytical work requiring accuracy and high level of productivity with disciplined follow-up skills; ability to manage sensitive information in a professional and confidential manner, using sound judgement.

Bachelor’s degree in Business Administration, Finance or related field or four years of equivalent work experience. Proven experience working with faculty, staff, and students. Proven experience working with restricted funds including Endowments, Gifts, and Sponsored Awards; knowledge of university policies and procedures.

No

No

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.

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

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).

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