Senior Administrative Assistant, OHER

10-May-2024

Office of Health Equity Research

88062BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

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

100 Church Street South
New Haven, CT 06519

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.

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:

Demonstrated customer service skills including strong problem solving, organizational and analytical skills. Ability to work in a fast-paced and complex team environment with a positive attitude, with the ability to take initiative, maintain discretion and confidentiality and work with little supervision. Proven record of good attendance and punctuality.

Required Skill/Ability 2:

Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Strong organizational skills and ability to manage multiple projects and unpredictable peaks in workload in a fast-paced environment.

Required Skill/Ability 3:

Excellent written communication skills, grammar, and spelling with strong attention to detail and time management. Strong oral communication skills, well developed organizational, analytical, and interpersonal skill. Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy.

Required Skill/Ability 4:

Proven proficiency in an administrative assistant role including proficiency in multiple calendaring programs with proven ability to manage complex calendars. Strong ability to schedule and facilitate Zoom virtual meetings. Proven strong computer skills including intermediate skills with Microsoft Word, PowerPoint, and Excel.

Physical Requirements

Physical Requirements:

Preferred Licenses or Certifications:

Bachelor’s degree. Experience with Yale systems Workday, Egencia, SciQuest, etc. Prior experience in a senior level administrative role supporting high level faculty or executives. Experience working in a med school, academic, or hospital setting.

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:
https://covid19.yale.edu/health-guidelines

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.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus