Senior Administrative Assistant
1 month ago
Essential Duties
1. Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures. 2. Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests. Creates and distributes Departmental schedules, documents, and reports. Processes and supports faculty appointments. 3. Oversees and monitors Department budgets. Participates in budget preparation and quarterly monitoring. Processes financial paperwork. Coordinates with faculty use of student work-study hours; authorizes work-study timecards. 4. Provides organizational and logistical support for Departmental admissions process. Serves as liaison to the Registrar/Admissions Office. Trains students assigned to support Department specific admissions activities. 5. Organizes, coordinates, and implements Department specific events. 6. Oversees and maintains Department databases and mailing lists. 7. Oversees and maintains Department collections and bequests. 8. Other duties as assigned by Chairs of Departments.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and a 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.
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.
Position Focus:
This position reports to the Neuroscience Business Office and requires the ability to exercise judgement and initiative, to demonstrate strong attention to detail while multitasking in a fast-paced research environment.
This position will be focused on several tasks for their assigned faculty in 100 College Street including:
General administrative support (including mail distribution, order of supplies, answering phones and triaging requests for information).
Pre-award grant support (preparing grant / contract applications, composing, and editing documents (e.g., biosketches, CV's, other support documentation) reviewing and regulatory guidelines and ensuring all application guidelines and deadlines are met).
Meeting and seminar management (communication of invited speakers, setting up venue and ensuring delivery of catering, if applicable).
Travel arrangements (organizing the specifics of itineraries, travel arrangements, and/or accommodations; provide extensive meeting coordination, follow-up, tracking, and managing agendas, reimbursements).
Submission of expense reports, supplier invoice requests, and other types of workday processes related to the support of the assigned faculty.
Support for hiring of post doc/visiting students and other collaborators.
This position requires the candidate to be on site, in person 3 days per week.
Preferred Education, Experience and Skills:
Prior experience in a research and/or academic environment. Prior experience in coordinating travel, meetings and conferences. Workday experience is preferred.
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.
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