Chair Assistant and Graduate Student Registrar

1 week ago

New Haven, United States Yale University Full time

**Chair Assistant and Graduate Student Registrar**:

- Physiology - Office of the Chair
- 87813BR

**University Job Title**
- Senior Administrative Assistant

**Bargaining Unit**
- L34 - Local 34 (Yale Union Group)

**Time Type**
- Full time

**Duration Type**
- Regular

**Compensation Grade**
- Labor Grade D

**Wage Ranges**
- Click here to see our Wage Ranges

**Searchable Job Family**
- Secretarial

**Total # of hours to be worked**:

- 37.5

**Work Week**
- Standard (M-F equal number of hours per day)

**Work Location**
- Medical School Campus

**Worksite Address**
- 333 Cedar Street
- New Haven, CT 06510

**Work Model**
- On-site

**Position Focus**:

- Under the direction of the Chair and Administrator, plan and organize: Biweekly Research in Progress presentations. Chair’s Luncheon for Graduate Students and Postdocs. Monthly Faculty Research in Progress lunch. Annual Departmental Picnic. Faculty Birthday Lectures and Banquets. Support the Chair for all Faculty, departmental, committee and focus group meetings by preparing all preliminary agendas and documents, arranging refreshments, scheduling speakers, attending meetings to take notes and following up on post meeting issues. Organize annual endowed Berliner, Nahum and Curran lectures. This entails confirming speakers, arranging travel, accommodations, and itinerary, coordinating catered reception before lectures and dinner following lectures, create invitations, and handling all publicity. Serve as the Registrar for the department as part of the Molecular Medicine, Pharmacology and Physiology (MMPP) track. Support all administrative functions for the track including helping arrange all events related to the annual student recruitment weekend(s), qualifying exams, thesis defenses, graduate student lunches and ensuring student’s needs and issues are addressed. Assist in the competitive and non-competitive renewals of the department’s Predoctoral Training Grant by researching and compiling administrative portions relating to former students and updating the required tables. Work in concert with Pre-award staff to ensure accuracy and completeness. Arrange and coordinate departmental retreat with retreat Chairs. Arrange and book venue and meals, publicizing to students and faculty, and preparing agenda for event, acting as liaison between the department and venue management to ensure satisfaction of all attendees. Assist in the implementation and upgrade of departmental website by taking and collecting photos of all departmental personnel, arranging committee meetings and producing documents as needed for placement on website. Any additional duties as required by the Chair or Administrator.

**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.

**Required Skill/Ability 1**:

- Prior proficiency in an administrative support role. Ability to prioritize work, handle complex and confidential work assignments and to ef

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