Senior Administrative Assistant, ICF
Yale University
- Yale, MI
- Permanent
- Full-time
- Maintain complex calendar for the Faculty Director of the ICF and faculty team. Schedule and coordinate meetings and appointments. Coordinate and synchronize electronic calendar for faculty.
- Manage Faculty Director's extensive travel and speaking schedule which involves arranging complex out of state and foreign travel up to several times per month. Coordinate the logistics of reimbursement from multiple sources.
- Assist in the coordination of logistics for conferences, seminars, and programs held on and off campus. Under the direction of the ICF Director, assist with itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare required forms and reimbursements.
- Interact with ICF Advisory Board members, alumni, and donors, to coordinate visits and maintain records.
- Use the university's electronic systems for expense management, complex international travel booking and placing orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Work closely with department's business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.
- Format, prepare, edit, and proofread a variety of material. Research and fact check cases and current events. Proofread and edit material for grammatical and factual accuracy, work with co-authors and editors to coordinate printing deadlines. Research and draft articles. Assemble attachments and review outgoing material for completeness.
- Scan course work and other documents. May assist with classroom exercises and set-up. Download and upload course related information for the web for faculty course work and research. Secure/purchase teaching material and obtain copyright permissions from publishers. Post course material to learning management system.
- Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation.
- Search for information on-line and in various libraries (ORBIS, Blue Book Citation, download articles). Submit research papers on-line.
- Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics.
- Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters, as requested.
- Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems.
- Order supplies, equipment, stationery, and business cards.
- Prepare/drop off outgoing mail and packages at mailroom and pick up, sort, and distribute incoming mail.
- Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.