The Office of Public Affairs and Communications (OPAC) is the central organization responsible for developing, coordinating, and managing news, information and stories about Yale, as well as for institutional communications strategy (external and internal), reputation management and crisis communications. OPAC serves as the official voice of Yale University. We are seeking a high potential individual who can provide assistance with event coordination, data management, administrative undertakings, website maintenance, occasional writing and production support to the Office of Public Affairs & Communications. This position works with limited supervision and must exercise good judgment, show initiative and maintain confidentiality while supporting multiple operations and functions within the office. This position will be responsible for the following: 1. Monitor office budget and spending. Notify appropriate staff of any discrepancies and follow up as necessary until resolved. Work cooperatively and meet regularly with staff from the Business Office to implement and improve various administrative and financial processes within OPAC. Advise necessary staff on university policies and procedures that are taking place and what implications they will have for OPAC, while staying abreast of policies as they evolve. Provide training sessions to OPAC staff on new University initiatives (i.e. My Time, My Pay, etc.). 2. Process expenditures and ensure posting to proper OPAC departmental accounts. Complete START requests, run report queries, iExpense reconciliations, invoices, check requests, purchase requisitions and purchase orders. Prepare Web Invoice Payments, Journal Staging Entries, wire transfers and receipt identification forms as needed. 3. Review outside vendor contracts and set up requests, compile information needed for purchase orders, and work with the purchasing and procurement departments regarding policies, procedures and documentation. 4. Assist with coordinating logistics for conferences, seminars and programs. Manage itineraries, travel arrangements/accommodations, catering, room scheduling and equipment needs while adhering to the University preferred methods for doing so. Collect receipts for travel reconciliation and monitor any reimbursements owed to Yale. 5. Provide support for departmental, division or university initiatives, including but not limited to, the OPAC bimonthly Communications Community meetings. Coordinate logistics, draft communications, administer surveys, and write executive summaries and reports as requested. 6. Manage complex spreadsheets of data for programs and events; generate reports and updates. As necessary, establish and prioritize the workloads of photographers, writers and other vendors. Field logistical questions and troubleshoot conflicts. Assist in oversight of creative print and digital materials to ensure that they collectively represent Yale. Using the University Messaging System, assist with the layout and distribution of messages related to programs and events. 7. Oversee compilation of quarterly Corporation Clips. Generate digital reports and archive various institutional web pages using the Drupal content management system. Ensure information is accurate, complete and posted in a timely manner. 8. Provide support to the various functional teams within OPAC. Work with administrative team to discuss ways to streamline systems and establish optimal functionality of processes. 9. Manage processes regarding OPAC interns including hiring, training, supervising, mentoring, and evaluating student performance. Draft job descriptions, review and evaluate applications, conduct interviews, facilitate training sessions, approve payroll, and hold regular status meetings to ensure overall quality of experience for the students. Perform all necessary requirements within the Student Employment website.
Posting Position Title: Senior Administrative Assistant (*)
University Job Title: Sr Admin Asst
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Excellent interpersonal skills, including sensitivity to the viewpoints of others. Works cooperatively with a wide variety of people to achieve common goals. Excellent record of attendance and punctuality. Ability to maintain confidentiality.
Required Skill/ability 2: Self-motivated and able to work independently and as a team player with a positive attitude. Understands the need for excellent customer service.
Required Skill/ability 3: Excellent oral, written and editorial skills. Demonstrated ability to ensure that communications are accurate, thorough and helpful. Writing sample required.
Required Skill/ability 4: Excellent organization, accuracy and attention to detail. Well-developed capacity for problem solving. Demonstrated ability to prioritize tasks, meet deadlines, manage multiple projects simultaneously and tolerate interruptions. Demonstrated ability to work independently and exercise good judgment.
Required Skill/ability 5: Demonstrated flexibility and agility. Reacts to new situations appropriately and adapts readily to changing work demands. Able to balance many projects simultaneously in a high-pressure environment while maintaining professionalism.
Preferred Education, Experience and Skills: Prior experience with MS Office, Adobe Creative Suite and experience with web editing software.
Required Licenses Or Certifications:
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.