Senior Administrative Assistant

27-Jun-2022

YSM Programs - Women's Health Program

74355BR

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

Work Location

Medical School Campus

Worksite Address

127-153 College Street
New Haven, CT 06510

Work Week

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Serve as the first point of contact on behalf of Women’s Health Research at Yale (WHRY) to faculty, staff, students, and administrators at Yale, local, regional and national community members and donors, various nonprofit agencies and foundations, and the WHRY Advisory Council and their associated committees. Maintain the director’s schedule, including all meetings and travel, and schedule all WHRY meetings in coordination with the director’s schedule. Prepare and distribute agendas and related materials for all meetings, attend all meetings, take meeting minutes, and publish the minutes on WHRY intranet web site. Assists WHRY’s communication efforts in maintaining websites, social media sites and other online communication platforms. Maintain the center’s database and regularly update all entries. Coordinate correspondence for community outreach efforts as these relate to philanthropic and grant-related goals. 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 initiated and supported by WHRY. Candidates who provide a cover letter will be given priority consideration.

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. 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 limited staff and a high volume of activity. Ability to handle financial transactions 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. Candidates are encouraged to provide a cover letter as they are strongly preferred. A writing sample will be requested at time of interview. Excellent “follow through” required. Ability to make independent decisions when necessary.

Required Skill/Ability 5:

Ability to work in a multifunctional office 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 coordinating travel arrangements, planning meeting and events and handling expense reimbursements. Experience using social media in a professional work capacity, updating content. Prior experience supporting senior level faculty or executive and managing their calendar. 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

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

[email protected]<mailto:[email protected]>

Note

Yale University is a tobacco-free campus