Senior Administrative Assistant

14-Mar-2024

YSM Programs - Women's Health Program

86853BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

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

127-153 College Street
New Haven, CT 06510

Position Focus:

Serve as the first point of contact on behalf of Women’s Health Research at Yale (WHRY; Yale’s interdisciplinary center for the study of women’s health) for (a) faculty, staff, students, and administrators at Yale, (b) local, regional, and national community members and donors, (c) various non-profit agencies and foundations, and (d) the WHRY Advisory Council and their associated committees.

• Provide support for the center director, including scheduling meetings and travel, and ensuring all WHRY meetings are coordinated with the director’s schedule.
• Establish, implement, and coordinate office procedures with the approval of the director and under the supervision of the senior program manager.
• Maintain the center’s database and regularly update all entries.
• Prepare for all meetings, including responsibility for email and zoom invitations, agendas, and related materials. Attend all meetings, take meeting minutes, and ensure all attendees have access to minutes once completed.
• Coordinate correspondence for community outreach efforts as these relate to philanthropic and grant-related goals. Draft format, proofread, edit, and assemble substantive correspondence, reports, and other material. Review outgoing correspondence for completeness.
• Assist WHRY’s communication efforts in maintaining websites, social media sites, and other online and print communication platforms.
• Maintain regular contact with members of the center’s Society of Friends regarding center activities to ensure public awareness about women's health and the interdisciplinary research and other initiatives of WHRY.
• Greet visitors. Answer and screen telephone calls, assess nature of business and flow of business inquiries. Respond to requests for information and assistance.
• Screen and respond to electronic mail to the WHRY general account as well as postal mail services. comprehensive database.
• Coordinate all financial transactions received as gifts or reimbursements with the WHRY grants and finance administrator.
• Assist with the planning and coordination of events, which includes responsibilities such as creating and vetting invitation lists, selecting venues and caterers.
• Determine administrative, facility, and equipment needs for lectures, seminars, and conferences. Assemble and arrange necessary items, such as slides, handouts.
• Coordinate follow-up after each event in collaboration with the director and senior program manager. Provide clerical support for publication submissions and for associated documents, such as curriculum vitae. Proofread material for grammatical and factual accuracy. Track copy through various editing and production stages.
• Access scientific publications and related information through library resources, such as PubMed. Perform functions complementary to the center’s mission and office activities, including scheduling and coordinating travel, meetings, and appointments, taking minutes, ordering and maintaining inventory of supplies, being first line of technical support for office when appropriate Monitor office expenditures, provide support documentation, and reconcile the associated financial statements with the grants and finance administrator.
• Provide assistance and oversee the preparation of materials for grants and contracts.
• Perform 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:

Demonstrated proficiency in an administrative support role. Demonstrated ability managing the calendar for a supervisor. Excellent computer skills for office productivity with intermediate to advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Required Skill/Ability 2:

Demonstrated exceptional customer service skills with a variety of individuals, ability to show outstanding initiative to provide customer service in all aspects of the organization. Ability to present, at all times, as a professional representative of the center.

Required Skill/Ability 3:

Demonstrated problem-solving ability and a level of independence that supports the work effort of the center with a high volume of activity. Demonstrated ability with financial transactions (e.g., expense reimbursements and reports), and proficiency with numbers and financial reporting.

Required Skill/Ability 4:

Strong attention to detail with superb organizational ability. Strong written and verbal
communication skills. A writing sample will be requested at time of interview. Cover letters are strongly encouraged. Excellent “follow through” required. Ability to make independent decisions when necessary.

Required Skill/Ability 5:

Demonstrated ability in multifunctional office, support using a wide variety of computerized administrative technology for planning, tracking, reporting and reference. Ability to set up, maintain and extract from such applications a variety of useful reports and data.

Preferred Education, Experience and Skills:

Prior experience with programs such as Qualtrics, Exceed, Survey Monkey, or Doodle Poll. Prior experience coordinating travel arrangements and planning meeting and events. Experience using social media in a professional work capacity, updating content. Prior experience supporting senior level faculty or executive. Proven ability to update and maintain a website.

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