Sr. Administrative Assistant

3 weeks ago

New Haven, United States Yale University Full time

Position Focus:

Provides comprehensive administrative support to the Department. Arrange, assists, and execute administrative and human capital management support activities. Handles day-to-day administrative activities.
Under the supervision of the Finance Manager and exercising independent judgment and initiative, provide a high level of administrative support to faculty and Managers within Comparative Medicine. 
Responsible for pre-award grant submission and post-award coordination of effort and authority as well as maintenance of the cost allocation maintenance forms.
Prepares expense report preparation and business office in execution of financial transactions. 
Use appropriate electronic systems for the processing of reimbursements and forms and placing orders with vendors.
 Provide general administrative support to the faculty and their lab members, including managing the faculty’s academic calendar, scheduling classes, internal and external meetings, domestic and international travel, symposia, conferences, and providing support in the conference rooms. 
Receive and direct visitors and applicants with a high level of professionalism. 
Responsible for the coordination of offsite events including securing room reservations, seeking/negotiating competitively priced vendors, and placing catering orders. 
 

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 interpersonal skills with the ability to interact positively and respectfully with staff at all levels of the organization. Exceptional teamwork and collaboration skills.

Required Skill/Ability 2:

High level of accuracy, attention to detail and follow-through on assignments. Well-developed problem-solving skills.

Required Skill/Ability 3:

Proficiency with Microsoft Word and Excel. Ability to execute and prioritize multiple tasks and work independently.

Required Skill/Ability 4:

High level of personal motivation, combined with flexibility, resiliency and adaptability. 

Preferred Education, Experience and Skills:

Previous grant (pre-award) experience preferred. Prior experience with faculty support, prior experience with processing expense reports. Knowledge of medical and clinical terminology. 

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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