Senior Administrative Assistant, OHER
3 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 Associate Dean for Health Equity Research, the Sr. Administrative Assistant provides high quality administrative assistance in the fast-paced and deadline-oriented Office of Health Equity Research. This position requires knowledge of university and departmental policies and procedures; ability to use independent judgement, initiate and complete tasks with minimal supervision; ability to multi-task in a fast-paced environment, work within a team structure and have good interpersonal skills in daily interactions with faculty, staff, students, donors, high profile guests, and university officers. The Senior Administrative Assistant will be a self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. They will consistently provide a high degree of executive office professionalism and maintain confidentiality/discretion in all matters of the Office. They will embed as a fully participating member within the larger research team, participating in on- and off-site meetings, events, and retreats. They will serve as a key contact and support the execution of meetings, travel, events, initiatives, projects, and communications for several leadership roles.
Principle duties include: Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments in multiple time zones with strong calendaring skills. Coordinate and book detailed and complex travel, both domestic and international. Schedule and coordinate logistics with multiple department interfaces including researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Welcome, orient, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Prepare required forms and reimbursements. Provide procurement/financial support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Thorough knowledge of Yale forms, policies and procedures. Ensure facilities and office machines are maintained as needed. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. May order, stock and distribute office and kitchen supplies, and incoming and outgoing mail and packages. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of service and support.
Candidates who submit a cover letter will be given priority consideration. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.
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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