Senior Administrative Assistant

14-Jun-2024

Pathology - Administrative Services

88836BR

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

310 Cedar Street
New Haven, CT 06510

Position Focus:

Reporting to the Administrative Supervisor,  this position will provide high-level administrative support for faculty members/lab managers in the Department of Pathology. Serves as a key contact and support the execution of travel, events, initiatives, projects, and communications. Provide high-level administrative support. Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.  Welcome, orient, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Prepare required forms and reimbursements. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments in multiple time zones. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale.  Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.  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. Format, keyboard, edit, and proofread a variety of material for grammatical and factual accuracy. Gather, compile, and organize, data to create reports or summaries using Microsoft Excel. Create slides or make changes to enhance PowerPoint presentations with graphics. Use the University’s electronic systems for expense management, travel booking, and placing orders with vendors. Use PubMed and other research/citation management sources to collect and manage faculty publication information. Work closely with department’s business office in execution of all financial transactions. Provide administrative support related to Institutional Review Board (IRB) requests, Human Investigation Committee submissions, and other aspects related to Research and Grants. Prepare all documents in accordance with university policies and procedures. As needed, assist with the coordination of logistics for events, conferences, seminars, and programs held on and off campus. May order, stock and distribute office and kitchen supplies, and incoming and outgoing mail and packages. Perform back-up support and additional duties as necessary to maintain highest level of service and support. Slide pick ups and filing. Other duties as assigned.

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:

Experience with CoPath and Qgenda.

Required Skill/Ability 2:

Attention to detail, organized and professional demeanor.

Required Skill/Ability 3:

Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team.

Required Skill/Ability 4:

Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.

Required Skill/Ability 5:

Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of staff with demonstrated outstanding organizational and customer service skills.

Preferred Education, Experience and Skills:

Experience with Workday. 

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