Administrative Assistant Grade VI

Position Summary:

The Administrative Assistant Grade VI will perform administrative functions for the Dean's Office.

Position Responsibilities:

• Use judgment and initiative in performing varied clerical and secretarial duties requiring knowledge and understanding of the organization, programs, and procedures related to the work of the Supervisor
• Type letters, memoranda, and manuscripts as assigned
• Take minutes at meetings
• Transcribe notes from meetings
• Read and route incoming mail, including email
• Process correspondence as directed by the Supervisor
• Communicate externally through phone and email, respond to incoming calls, and maintain holiday and other external messages on phone lines
• Maintain social media accounts with posts provided by departmental staff
• Greet visitors
• Use tact in dealing with telephone and personal inquiries
• Prepare and type standard forms, ex: purchase orders, petty cash vouchers, payroll memos, reimbursement forms for business expenses, and position requisition forms
• Screen telephone calls and determine which can be handled by the Supervisor's subordinates, other offices, or by self rather than the Supervisor
• Compose and type varied correspondence of a complicated nature requiring a thorough knowledge of the operations and policies of the office, department, and university on a regular basis
• Communicate directly with individuals and groups, both internal and external to the University, exercising independent judgment on non-routine matters requiring knowledge and interpretation of policy, under limited supervision
• Maintain Supervisor's calendar
• Schedule appointments and meetings without prior clearance
• Assemble necessary background material for scheduled meetings
• Make any arrangements necessary in connection with scheduled meetings or events (i.e.: travel arrangements, room scheduling, hotel accommodations, ordering audio/visual equipment, and ordering food)
• Set up and maintain complex filing systems for client and office file correspondence and other records using departmental databases and systems
• Maintain records of financial expenditures and notify the Supervisor periodically as to the status of funds
• Revise and make recommendations for new office procedures
• Use independent judgment in responding to inquiries regarding policies, procedures, and regulations based on a thorough knowledge of departmental and university policy
• Assemble data for grant applications and budgets
• Prepare grant applications and budgets from compiled data
• Monitor budget balances and alert the Supervisor to potential shortages and overages
• Maintain office supplies, place orders as needed
• Compile and assist in compiling periodic reports on the basis of general instruction using the departmental database
• Perform other related duties as assigned

Experience & Educational Background:

• High school graduate, with at least four years of secretarial/support staff experience
• Some college preferred

Skills & Competencies:

• Excellent typing and data entry skills
• Microsoft Office
• Excellent support secretarial/support staff skills
• Excellent interpersonal and communication skills

Salary Range:

Salary Range: Grade 6

1199 New Hire rate: $27.05 and 1199 One Year of Service rate: $27.60

About Us:

Founded in 1886, Yeshiva University (YU) has a strong tradition of combining Jewish scholarship with academic excellence and achievement in the liberal arts, sciences, medicine, law, business, social work, Jewish studies, education, psychology, and more.

We are a leading global educational institution that employs 2,000 people across our various campus locations -- Wilf Campus, Beren Campus, Brookdale Center, Resnick Campus in the Bronx, the Gruss Institute in Jerusalem, the Boys High School in Manhattan, and the Girls High School in Queens. From the distinguished faculty who teach here, to the dedicated staff, we work to fulfill our mission through all that we teach, by all that we do, and for all those we serve. We seek to attract and retain engaged and committed individuals who contribute to an exciting working environment, where there is a sense of community and belonging, balanced with a significant cross-section of people from diverse backgrounds working and studying together.

The University offers an excellent compensation package, and a broad range of employee benefit plans, including immediate participation in the University's retirement plan. Staff members are typically eligible for four weeks of paid vacation each year and have access to a shuttle to nearby subway locations.

Equal Employment Opportunity:

Yeshiva University is an equal-opportunity employer committed to hiring minorities, women, individuals with disabilities, and protected veterans.