Senior Administrative Assistant, Corporate and Foundation Relations

Reporting to the senior associate director of Corporate and Foundation Relations, the senior administrative assistant will provide comprehensive administrative support for frontline fundraising officers in the Corporate and Foundation Relations unit in the Yale Office of Development. The senior administrative assistant will have a range of responsibilities including but not limited to:

  1. Scheduling meetings with both internal and external constituents.
  2. Data entry into Yale’s alumni and donor database (HOPPER).
  3. Filing and distribution of documents including stewardship materials and reports.
  4. Working with frontline fundraising officers to coordinate logistics for all facets of on-campus and off-site donor visits.
  5. Processing incoming donor contributions in accordance with university policies and procedures.
  6. Processing expenses in accordance with university policies and procedures.
  7. Assisting with special projects as needed.

Principal responsibilities

  1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
  2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts, and budgets. Monitors expenditures and reconciles financial statements.
  3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
  4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
  5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
  6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
  7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Skills and abilities

  1. Strong interpersonal skills, including the ability to interact well with faculty and staff across the university.
  2. Strong attention to detail, and ability to handle confidential and sensitive information.
  3. Ability to juggle multiple tasks in a deadline-oriented manner; flexibility in handling assignments; and disciplined follow-up skills.
  4. Demonstrated editing and proofreading skills.
  5. Demonstrated competency in Microsoft Office computer skills (Word, Excel, etc.).

Required education and experience

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.

Preferred education and experience

  1. Experience working within higher education administration and/or other complex organizations.
  2. Knowledge of Yale University systems and procedures, including those for expense reporting.