Senior Administrative Assistant

17-Apr-2024

West Campus Supervisor

87700BR

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

Administration, Research/Support, Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Worksite Address

850 B24 Research West Campus Drive
West Haven, CT 06516

Position Focus:

Provides high-level administrative and secretarial support to multiple faculty members in the Nanobiology Institute at Yale West Campus who are engaged in academic, research, and administrative activities. Coordinates the faculty recruitment and on-boarding process. Handles visas for faculty and research appointments. Plans and oversees detailed symposium series, events, seminars, and visits with multiple department interfaces. Handles scheduling and maintains calendars. Serves as the point of contact for various units and provides communication and support for day-to-day activities to faculty and lab groups. Coordinates meetings, attends, and takes minutes. Orders and maintains equipment and supplies within the labs and institute in cooperation with the lab manager. Plans travel and creates and processes detailed expense reports within multiple departments. Provides back-up coverage and works closely with other senior administrative assistants at West Campus and with other departments. This position requires travel to central and med campuses to attend meetings and escort visitors.

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:

Demonstrated proficiency in an administrative support 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. 

Required Skill/Ability 5:

Proven ability to coordinate faculty recruitment and schedule and coordinate logistics for meetings and events, including catering, travel and accommodations.  Demonstrated experience preparing financial transactions, such as processing expense reimbursements and invoices.

Preferred Education, Experience and Skills:

Physical Requirements

Ability to travel to central and medical campuses.

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