Senior Administrative Assistant

Location
Connecticut, United States
Posted
Monday, 7 October 2019
End of advertisement period
Saturday, 7 December 2019
Ref
58174BR
Contract Type
Permanent
Hours
Full Time

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Work Location

Medical School Campus

Worksite Address

333 Cedar 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:

Reporting to the Assistant Manager, this position provides primary day-to-day program support for the ongoing activities of the graduate program. Essential duties call for incumbent to:

Provide day-to-day office administrative support for all areas of the program. The primary responsibility of the position is to provide a high level of administrative support to the Assistant Manager and other key partners overseeing the graduate program. This position will be coordinating meetings and conferences; processing all expenses, preparing correspondence; coordinating with many other departments and offices in support of the students; identifying and solving problems, and effectively dealing with other tasks and/or issues as they arise. This position handles confidential information, and it requires regular interaction with personnel from other departments and offices within Yale.

Process expenses in a timely fashion, complete reimbursements, reconcile expenses, and prepare delegated authority data. Schedule meetings for Executive Committee, Admissions Committee, Qualifying Exams, Thesis Committees and all other events such as bi-weekly Journal Club, weekly Student Research Talks, INP Student Mentoring, INP Outreach events, etc. Reserve meeting rooms for such. Determine administrative, facility, and equipment needs for classes, seminars, and conferences. Assemble and arrange for necessary items. Reserve class rooms each semester. Update and revise website, update online INP calendar. Coordinate needs for incoming graduate students and current students. Request office keys, make folders, gather course information, schedule Track Orientation and invite faculty. Order and maintain inventory of office supplies.

Assist with graduate recruitment activity for two main recruitment weekends. Assemble travel itineraries. Arrange shuttles to and from New York airports and Bradley Airport. Organize and assemble information packet materials. Organize posters for poster session, order delivery and pickup of boards and easels. Enter Facilities Work Requests for custodial and other event needs. Assist with activities day of interviews. Attend and assist with Brunch and Poster Session Saturday.

Assist with organization of annual Program Retreat in August. Coordinate registrations, meal counts, poster session submissions, name tags, program copying. Order poster boards and easels from TR&S. Assist at registration table. Update information in student faculty Handbook annually. Forward seminar announcements and other community emails. Assist with preparation for annual Society for Neuroscience Graduate School Fair - assist with ordering, printing and shipping materials to conference site. Assist first and second year graduate students with travel and hotel reservations through Egencia. Schedule shuttle reservations for these travelers.

NIH Training Grant Competing Renewal: Request up-to-date NIH Biosketches from 90 faculty trainers, check for compliance and prepare them for submission. Assist with all other required data collection on students, faculty and alumni.

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 excellence in providing high-quality administrative support to organizational leaders, faculty and/or staff. Strong problem-solving and organizational skills.

Required Skill/Ability 2:

Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel and PowerPoint. Ability & willingness to learn and use new programs and systems, as required. Ability to escort visitors on tours and lead them to offices, buildings and facilities throughout medical school campus and University locations.

Required Skill/Ability 3:

Ability and desire to assist in managing day-to-day office activities. Demonstrated excellence while working in a team-oriented environment. Strong interpersonal and communication skills, to be verified by reference(s). Capacity and desire to learn new skills.

Required Skill/Ability 4:

Ability to be flexible and willing to provide support as assigned. High level of personal motivation, combined with resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously. Strong personal initiative.

Required Skill/Ability 5:

Ability to coordinate all aspects of meetings and conferences, and to produce detailed notes upon the conclusion of such events.

Preferred Education, Experience and Skills:

Experience in providing administrative support within a medical/graduate school setting is strongly preferred. Demonstrated ability to process expenses via Workday is preferred.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus