Senior Adminstrative Assistant, OSP
5 months ago
Position Focus:
Reporting directly to the Assistant Director of Business Operations, provides high-level administrative support to OSP. Provides assistance in conveying accurate information to a diverse clientele to maintain the highest level of customer service. Enters, validates, corrects and maintains grant and contract data in OSP databases. Serve as first point of contact for incoming work sent to grant and contract e-mail boxes. Accurately identifies and routes incoming materials to appropriate team members including proposals and awards from State, Federal, private agencies, pharmaceutical companies, etc. Reviews for accuracy and completeness. Obtain missing documentation if needed. Performs data cleansing activities of electronic and paper grant and contract files to provide data quality assurance. Reviews and prepares file with appropriate materials and route to appropriate member of team. Receives, screens and responds to phone calls. Serve as front desk support back up: 1) assists visitors and callers, triages messages, follows up as appropriate and escalates when necessary; 2) distributes and/or processes internal and external mail using various methods (UPS, US Postal Service, FedEx, and campus mail.
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:
Excellent customer service and interpersonal skills. Superior interpersonal skills displaying positive and can-do attitude that supports the mission of the team. Ability to be a team player. Ability to present oneself in a professional manner.
Required Skill/Ability 2:
Demonstrated administrative support skills. Excellent organizational skills. Ability to complete administrative activities with minimal supervision. Ability to proofread own work and identify problems.
Required Skill/Ability 3:
Excellent computer skills. Strong proficiency with Microsoft Word and Excel. Superior data entry skills. Ability and willingness to learn new programs as necessary. Ability to create complex filing systems and interpret complex documentation.
Required Skill/Ability 4:
Excellent written and oral communication skills, with strong attention to detail. Ability to work cooperatively and communicate effectively with faculty and staff and diverse clientele.
Required Skill/Ability 5:
Excellent time management skills and attendance record. Reliable and Punctual. Able to reprioritize quickly, work under pressure and handle stress in a fast-paced, changing environment with many deadlines. References must indicate excellent attendance, attention to detail and follow through.
Preferred Education, Experience and Skills:
Administrative experience in a business/education environment. Experience with MS Access & PPT. Experience creating or maintain complex filing systems. Experience with database maintenance, IRES, Workday. Familiarity with grant & contract sponsor policies & procedures.
Drug Screen
No
Health Screening
No
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.
COVID-19 Vaccine Requirement
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
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.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
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