Provide a high level of administrative support required to accomplish the mission, objectives, and execution of the MBA for Executives Program (EMBA). Serve as a primary point of contact for students. Participate in the coordination of all day-to-day activities and operations related to student services and academic affairs to ensure the seamless delivery of program components and special events. Must be able to flex 37.5 hour per week schedule to include working two Saturdays per month, potentially one Thursday evening per month and occasional events on Friday evenings. Serves as liaison between program directors, staff, and students to maintain effective and ongoing communication regarding program activities and special events; as appropriate, troubleshoot to resolve problems/issues as they arise. Performs a variety of activities related to managing the daily operations of the EMBA program including information technology and media needs, room reservations and setup, and catering. Ensure that faculty course materials and syllabi are posted to learning management system; ordering and distributing e-textbooks and other course materials; maintain and communicate course evaluation process and rules to faculty staff, and students; confirm and document dates, compose standard communications, and monitor evaluation submissions. Coordinates and plans all special events, including venue reservation, catering, travel accommodations for speakers, AV needs, track attendee participation, and other onsite logistics. Serves as liaison with vendors for students' accommodations, airport travel, and other needs. As needed, coordinates Requests for Proposals (RFP) from vendors to secure supplies and services. In conjunction with the AD and IT, coordinates Extended Classroom logistics, communications, and planning for faculty and students. Monitors and tracks expenses related to events and course support and flags discrepancies; generate reimbursements, check requests, purchase requisitions and invoice payment approvals. Supervises student workers, assignments and tasks to ensure timely completion of assigned work. Orders office supplies as needed. May perform other duties as assigned.
Posting Position Title: Senior Administrative Assistant
University Job Title: Sr Admin Asst Sch of Management
Work Week: Flexible or Non-Standard (for anything other than Standard)
Required Skill/ability 1: Excellent computer skills including expert knowledge of Windows and Microsoft products: Word, Excel, Outlook, and PowerPoint or equivalent.
Required Skill/ability 2: Proficiency with web-based applications and digital media applications (Linkedin, Twitter, Facebook). Excellent organizational skills, with emphasis on attention to detail and accuracy. Ability to work two Saturdays per month, potentially one Thursday evening per month, and occasional events on Friday evenings.
Required Skill/ability 3: Excellent proven customer service and interactive skills, including the ability to relate effectively with a wide range of individuals. Ability to represent the program directors, Yale School of Management and the University in a professional manner.
Required Skill/ability 4: Excellent proven oral and written communication skills are required, including the ability to impart and disseminate information clearly and concisely. Writing sample required at interview.
Required Skill/ability 5: Ability to proactively respond in a consistent and timely manner, setting and maintaining a standard of professionalism and accuracy in dealings with all customer groups.
Preferred Education, Experience and Skills: Bachelor's Degree. Familiarity with Slate database & Qualtrics. Exp with customer management systems, event support & electronic learning management systems. Yale's electronic systems (Banner, Brio and room reservations). Working knowledge of Yale policies and procedures. Global orientation; experience working across countries and regions, and fluency in more than one language.
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.