Senior Administrative Assistant

21-May-2024

School of Public Health - Biostatistics

87646BR

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

60 College Street
New Haven, CT 06510

Position Focus:

Under the direct supervision of the Manager for Administrative Services for the School of Public Health, the Senior Administrative Assistant will provide high quality administrative assistance to faculty in a fast-paced environment which includes managing complex calendars and scheduling meetings, responding to and filing email, formatting documents, manuscripts and presentations for public dissemination. This position will provide support to The Center for Methods for Implementation and Prevention Science Faculty, with focus on special functions (e.g., seminars/special presentations), office supply orders, processing of business expense reimbursements, check requests, reimbursements and invoices, and following up to ensure that reimbursements are accurate and timely. This position will be responsible for travel arrangements, including clearly communicating the details of the travel plans.

Primary responsibilities will include: 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. Calendar management for the Faculty Director including scheduling and coordinating meetings and appointments; writing correspondence related to this scheduling; determining scheduling priorities. Coordinates travel arrangements and provides administrative support to the Faculty Director, faculty, staff, students and visitors as needed. Orders and maintains inventory of supplies. Processing of credit card charges and out of pocket reimbursements; requesting Spend Authorizations (Travel and Study Participant Advances), Purchase Orders, Supplier Invoice Requests (check requests); setting up suppliers and Professional Service Contract Agreements (PSCA) for consultants. Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Formats reviews and edits correspondence, reports, manuscripts, grants, and other material for completeness, compliance, dates and signatures. 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. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. Performs additional functions incidental to office activities.

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:

Proven proficiency in Outlook calendaring and management of complex calendars. Proven intermediate skills with Microsoft Word, PowerPoint, and Excel.

Required Skill/Ability 2:

Strong problem solving, organizational and analytical skills. Ability to work independently in a fast-paced and complex team environment with a positive attitude, with the ability to take initiative, maintain confidentiality.

Required Skill/Ability 3:

Excellent written communication, grammar, and spelling skills with strong attention to detail and time management.

Required Skill/Ability 4:

Previous experience in an administrative support role.

Required Skill/Ability 5:

Ability to multitask effectively. Strong organizational skills to manage multiple projects, tasks, and deadlines simultaneously.

Preferred Education, Experience and Skills:

Experience with Yale systems, i.e. Workday, SciQuest, Egencia and e-Ship Global.

Weekend Hours Required?

No

Evening Hours Required?

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:
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