Senior Administrative Assistant
Economics - Cowles Foundation
University Job Title
Senior Administrative Assistant
L34 - Local 34 (Yale Union Group)
Labor Grade D
Click here to see our Wage Ranges
Searchable Job Family
Administration, Business Operations
Total # of hours to be worked:
Standard (M-F equal number of hours per day)
30 Hillhouse Avenue
New Haven, CT 06511
The Cowles Foundation for Research in Economics is seeking a senior administrative assistant to join our dynamic team. Reporting to the Administrative Director of the Cowles Foundation, this position will provide high-level administrative and operational support to the Director of the Cowles Foundation, faculty members of the Economics Department and Cowles Foundation visitors and postdoctoral associates. This support will include assisting in the coordination of Cowles related seminars, conferences, support for teaching and research, and the processing of financial transactions. Will assist in coordinating the logistics for Cowles events and conferences and be responsible for coordinating a portfolio of Cowles seminars and lunches for programs held on and off campus including preparing itineraries, making travel arrangements, publicity of events, event catering and organizing accommodation and transportation for speakers and collaborators.
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:
Demonstrated high-level of administrative support skills. Demonstrated ability to manage multiple tasks simultaneously and the ability to coordinate travel for others. Proven record of resourcefulness and being a self-starter. Ability to think strategically and to identify/utilize available resources to complete tasks thoroughly and efficiently.
Required Skill/Ability 2:
Well developed problem solving and organizational skills. Ability to work well with others and be part of a dynamic team. Proven ability to exercise good judgement, prioritize and manage competing deadlines in a fast-moving, deadline-driven department while maintaining accuracy, attention to detail, thoroughness and follow-through.
Required Skill/Ability 3:
Demonstrated proficiency with MS Outlook, Excel, and Word and to work with and learn various types of computer software programs. Technologically savvy with a well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies, and procedures.
Required Skill/Ability 4:
Ability to support the postdoctoral appointment process and other visitor appointments including assisting with the visa process when needed. Ability to process expense reports, reimbursements and other financial transactions in accordance with university policy and track research account balances for stakeholders in a timely manner.
Required Skill/Ability 5:
Ability to communicate verbally and in writing in a clear, concise, pleasant, grammatically correct, and professional manner. Ability to work independently and with others in a collaborative manner. Excellent customer service skills. Trustworthy in handling sensitive and confidential matters. Excellent attendance, punctuality, and reliability as attested by references.
Preferred Education, Experience and Skills:
Previous experience working in an academic environment. Demonstrated faculty support skills. Familiarity with Workday. Event and seminar planning experience. Advanced proficiency with MS Office.
Weekend Hours Required?
Evening Hours Required?
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.
COVID-19 Vaccine Requirement
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
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.
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
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