Senior Administrative Assistant

15-Apr-2024

Internal Medicine - Cardiology

87604BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

If Fixed Duration, Period

1 year from date of hire

If Fixed Duration, is continuation possible?

Yes

Other Fixed Duration Date

30-May-2025

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, 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

789 Howard Avenue
New Haven, CT 06519

Position Focus:

Under the supervision of the Center Manager and exercising independent judgment and initiative, provide a high-level of administrative support to faculty at the Cardiovascular Research Center. Responsible for administering an international collaborative grant. Provide general administrative support to the faculty and their lab members, including managing faculty’s academic calendar, scheduling classes, internal and external meetings, domestic and international travel, symposia, conferences, and providing AV 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. Use appropriate electronic systems for the processing of reimbursements and forms and placing orders with vendors; maintain lab websites. Work closely with staff responsible for expense report preparation and business office in execution of financial transactions. Occasional early mornings or late evenings required.

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:

Ability to oversee & coordinate administrative, program, and office activities. Ability to establish, implement & coordinate office procedures and systems. Advanced computer skills including well-developed knowledge of Microsoft Word, Excel, Outlook calendaring, and PowerPoint. Ability to design and set up spreadsheets and graphics and support faculty and Scholars.

Required Skill/Ability 2:

Ability to oversee the preparation of materials for grants, contracts, and budgets. Ability to work closely with the Pre-Award Coordinator to ensure timely submission of grants. Ability to monitor expenditures and reconcile financial statements. 

Required Skill/Ability 3:

Ability to provide editorial support for a journal/publication. Ability to proofread & edit material for grammatical and factual accuracy. Ability to track copy through various editing and production stages. Ability to communicate with authors, printers, and others concerned with published work.

Required Skill/Ability 4:

Ability to determine administrative, facility & equipment needs for symposia, lectures, seminars, and conferences. Ability to assemble and arrange for necessary items. Determines sources of data. Ability to compile, synthesize, and manipulate data. Ability to summarize findings & write reports or portions of reports.

Required Skill/Ability 5:

Ability to greets visitors, answer and screen telephone calls. Ability to assess nature of business & respond to requests for information and aid. Ability to screen & respond to mail. Ability to format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material. 

Preferred Education, Experience and Skills:

Bachelor’s degree. Working knowledge of Yale University’s policies and procedures. Experience with Qualtrics, Tridion; web maintenance and social media skills. Demonstrated ability using SciQuest and eShipGlobal preferred.

Physical Requirements

Physical Requirements:

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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