University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Research Res Support, Research/Support, 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

300 George Street

New Haven, CT 06511

Work Model

Hybrid

Position Focus

*This position currently works a hybrid schedule with a minimum of three days on campus. Candidate must be flexible to work on campus more than three days per week as needed.*

This position will deliver comprehensive administrative and clerical support to assigned research faculty and staff at 300 George Street, New Haven, CT. Responsibilities include but are not limited to: coordinating academic and business activities within the research areas, providing research administrative assistance, preparing documents, managing manuscript submissions, maintaining biosketches and CVs, and gathering and assisting with the preparation of research and grant submission materials. Additional duties as assigned.

Essential Duties

• 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 computer skills in both the Apple and Windows environment, and intermediate skills in Microsoft Word, Excel, PowerPoint, Outlook and large information systems.

Required Skill/Ability 2

Demonstrated excellence providing high quality administrative support including expense management, travel arrangement, and strong problem solving and organizational skills.

Required Skill/Ability 3

Proven excellent communication and interpersonal skills and ability to interface with many others within the organization and externally.

Required Skill/Ability 4

Ability to manage a broad variety of tasks and shifting priorities in a changing environment with careful attention to detail with demonstrated initiative.

Required Skill/Ability 5

Proven experience managing and maintaining deadlines. Ability to multi-task in a fast paced environment.

Preferred Education, Experience And Skills

Proven experience working with academic faculty in a research laboratory setting. Familiarity with grants submissions and supporting documentation. Proven experience with Workday, NIH Commons, PubMed. Proven experience with spend authorizations/supplier invoice requests, creating purchase order requests and tracking purchases. Proven experience with EHS, Sponsored Identity and OISS.

Drug Screen

No

Health Screening

No

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.

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

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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