Senior Administrative Assistant
1 week 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 Research Support Manager, provides a high level of administrative and specialized technical support to the Vice Chair of Research and the research faculty in the Department of Anesthesia. Under limited supervision, position requires the ability to exercise judgement and initiative, demonstrating strong attention to detail while constantly multitasking in a fast-paced environment. Cultivate and maintain strong working partnerships and effective communications with research faculty, Principal Investigators, lab members, sponsors, Business Office, and other key stakeholders. Provides substantive administrative support to the Department including detailed management and tracking of information. Maintains constant engagement with research faculty, Department administration, research trainees and candidates and other research colleagues.
Manage and facilitate the credentialing and onboarding process for the T-32 fellowship candidates. Triage all onboarding documentation for the Research Scholars Program (RSPs) and the Clinical Scientist Track (CST) candidates and direct the interview process for the RSP candidates in coordination with the Vice Chair of Research and the Vice Chair of Academic Affairs. Manage and facilitate the onboarding of all FAER student candidates. Manage expenses for the Vice Chair of Research, research faculty, and research associates, lab members, and research staff. Support research faculty members and lab members by arranging travel and accommodations. Coordinate with YPAT and IBO for all Grant and Contract deadlines, to compose and edit Principal Investigator's Biosketches and Other Support documentation. Assist Principal Investigators with submitting Clinical Trial Proposals in IRES PD. Provide a high level of administrative support by serving as the main point of contact for administrative and laboratory issues. Proactively determine the nature of business and serve as primary source of information. Compose, format, keyboard, proofread and edit correspondence, reports, manuscripts, Grant documents, abstracts, posters, Power Point presentations, etc. Review outgoing materials for completeness and accuracy. Maintain research faculty CVs and keep them updated including manuscript submissions, grants, abstracts, etc. Carry out support activities including electronic and manual filing systems, library and internet research (including PubMed queries), completion of business forms, copying and mailings. Ensure that all Research Faculty publications are compliant with NIH and Yale guidelines. Maintain the T32 xTRACT tables in eRA Commons. Provide OPS newly approved IRB renewal letters & submit ABS forms in IRES. Follow up on OSP emails to confirm new funding sources with PI's and notify Post Award Analysts and GCAT. Schedule and coordinate meetings, reserve rooms, arrange for audio and visual needs, order food, gather material and confirm attendance. Order administrative and lab supplies, set up PO's, submit requisitions, obtain approvals, and create expense reports. Coordinate the distribution of announcements, supplies and other materials to faculty and lab members. Assist with running the annual research symposium. Other duties as assigned.
Preferred Education, Experience and Skills:
Candidates who provide a cover letter will be given priority consideration.
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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