Sr. Admin
4 weeks ago
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.
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:
Reporting to the Faculty Affairs and Academic Support manager, this position provides direct administrative level support to Dr. Clemens Scherzer and laboratory staff of the Stephen & Denise Adams Center for Parkinson's Disease Research. The ideal candidate must possess a mature, positive, and helpful demeanor with a strong commitment to administrative work. They should exhibit a keen interest in continuous learning about biomedical research and the functioning of the Principal Investigators' (PIs) research program. This role involves interactions with research collaborators, patients, and philanthropic donors within a fast-paced, heavy, and complex workload environment. It requires high levels of accountability, ownership, independence, responsibility, performance, proactivity, and integrity. Essential skills include excellent communication, organization, prioritization, project management, and teamwork. Proficiency with Macintosh computers and Microsoft Office is crucial, along with the ability to quickly learn new applications and software. Some familiarity with newer web technologies is also necessary. The candidate should be able to maintain focus, remain calm, and uphold professionalism in an open, multi-functional office setting.
Provide direct support to the Principal Investigator and laboratory staff, including handling correspondence, copying, filing, faxing, word processing, and managing Fedex and other clerical tasks. Coordinate calendars, travel arrangements, schedules, conferences, and meetings. Track travel expenses and order office supplies for PIs while managing maintenance requests.
Assist the Investigator and research staff in producing and processing grant applications and progress reports for various funding agencies and foundations such as National Institutes of Health, DoD, and Michael J. Fox Foundation. Responsible for preparing administrative sections of grants, updating biosketches, and creating timelines for key tasks. Coordinate submission of grant applications for internal approval and ensure accuracy for final submission. Maintain grant database information.
Prepare and manage Data Use Agreements, ensuring timely renewals and database maintenance.
Handle Material Transfer Agreements, Confidentiality Agreements, and collaborations in collaboration with Research Management staff and external organizations.
Coordinate Dr. Scherzer's clinic schedule by communicating with the Neurology Clinic Coordinator.
Arrange interviews, and collect references for new lab personnel. Ensure onboarding requirements are met, and prepare/update Scherzer Lab Orientation booklet.
Coordinate arrangements for visiting speakers and prospective candidates, including travel, accommodations, announcements, and expense reimbursement. Arrange on-site logistics for conferences, meetings, and special events. Organize monthly lab meetings and manage catering.
Procure non-lab related general office supplies.
Obtain reprints, perform literature searches, and upload manuscripts to the NIH database. Organize and maintain office files, directories, and listings for efficient operation.
Perform other duties and special projects as assigned by Research Investigators, Research Administrator, or Team Manager.
Preferred Education, Experience and Skills:
Associates or 4-year college degree preferred. Proven experience with database software is a plus.
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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