Senior Administrative Assistant

at  Yale University

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 ability in an Administrative Support position. Exemplifies strong verbal and written communication skills.

REQUIRED SKILL/ABILITY 2:

Demonstrates advanced proficiency with Zoom, Microsoft Word, excel, PowerPoint, and Outlook.

REQUIRED SKILL/ABILITY 3:

Ability to expertly prioritize and keep organized notes. Knowledge and ability to compose and distribute detailed communication with other staff and faculty, specifically research focused faculty. Demonstrates attention to detail and organizational skills.

REQUIRED SKILL/ABILITY 4:

Demonstrated ability working with high-level executives and sensitive information. Ability to organize, maintain, and take minutes for various meetings with faculty, PIs, external and internal advisory board members, including organizing annual faculty meetings on the national level.

REQUIRED SKILL/ABILITY 5:

Demonstrated ability maintaining travel and other expense tracking and reimbursements. Proven excellent attendance record, to be verified by references.

PREFERRED EDUCATION, EXPERIENCE AND SKILLS:

Good understanding of Department of Surgery/Yale School of Medicine policies regarding Research, and Yale School of Medicine organizational units. Familiarity with NIH grants and other research-focused faculty. Preferred experience in: PubMed, Yale Beatrix, Qualtrics, Epic and 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.

HEALTH REQUIREMENTS

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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.

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.