Sr. Admin Assistant, NHHI

Position Focus :

Reporting to the Director, the Sr. Administrative Assistant provides strong administrative support to the New Haven Hiring Initiative. Determines and coordinates meeting logistics (invites, venues, catering, etc.) Participates in and provides coverage for recruitment events, including career fairs, information sessions, and meet & greets. Prepares agendas and marketing materials, attends meetings, and drafts minutes. Handles financial transactions, including expense reports and Workday tasks. Manages NHHI supplies and marketing materials, including maintaining inventory levels and placing orders as necessary. Serves as liaison and source of accurate information to stakeholders on NHHI-related topics in person and in writing. Collaborates with other administrative support colleagues on projects and provides crossover coverage where needed. Gathers and coordinates data among NHHI staff and partners to support the production of NHHI reports.

Coordinate logistics for frequent in-person and virtual events for internal and external audiences.

Produce Zoom events, creating slides, videos, polls, and music playlists.

Update and create promotional flyers and marketing material, hiring toolkits, marketing material, and presentations utilizing InDesign, Canva, PowerPoint, and other software.

Implement a process for pre-screens.

Develop and maintain files of community organizations in New Haven.

Learn the interviewing and pre-screening process for temp candidates for NHHI pipelines.

Gather content and coordinate with the OPAC team for the publication of the monthly newsletter via Yale Messaging.

Develop surveys and polls to gain insights and enhance projects.

Set up TMS registration and Eventbrite registration for events.

Assist in the preparation of professional development sessions.

Other duties as assigned.

Essential Duties

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.

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.

Required Skill / Ability 1 :

Superior customer service orientation and interpersonal skills, displaying a cheerful demeanor. Ability to deal with confidential information and issues with integrity and trustworthiness. Ability to work in a team environment. Ability to multitask in a high-volume environment with frequent interruptions.

Required Skill / Ability 2 :

Demonstrated ability to anticipate problems and utilize independent judgment to prioritize, manage, and monitor ongoing tasks and recruitment projects. Ability to proactively respond to issues and requests independently.

Required Skill / Ability 3 :

Demonstrated ability to compose and prepare substantive communications; format, proofread, and edit correspondence, advertisements, reports, and presentations that are sensitive / confidential. Review outgoing material for accuracy (spelling and grammar) and completeness. Must have attention to detail skills. A cover letter is strongly encouraged.

Required Skill / Ability 4 :

Demonstrated ability to work with or create project plans, prepare presentations and spreadsheets, run reporting and metrics data, and synthesize information in a report in a presentable format.

Required Skill / Ability 5 :

Strong computer skills and proficiency in Word, Excel, PowerPoint, and Outlook, with demonstrated ability and willingness to learn new technologies. Ability to schedule in-person and virtual meetings using Zoom.

Preferred Education, Experience and Skills :

Bachelor's degree. Extensive knowledge of the University organization. Experience with recruiting software, Teams, Zoom, BOX, Qualtrics, or Workday. Ability to work occasional evening & weekend events. Spanish speaker Experience with graphics & marketing software, (InDesign, Photoshop, Canva, and Illustrator). Experience with social media (LinkedIn, Facebook, X, or Instagram)

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

Background Check Requirements

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

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.