Senior Administrative Assistant
4 days left
- Full Time
Reporting to the Administrative Services Supervisor, this position provides a high level of administrative and clerical support to the Yale Cancer Center. Under limited supervision and exercising independent judgment and initiative, assist with coordination of academic and business activities related to travel, reimbursements, procurement, meeting and event coordination for faculty. This position will also assist with all aspects of the faculty recruitment process for Yale Cancer Center including coordination of recruitment candidate visits including travel arrangements (both domestic and international), development and distribution of meeting itineraries, coordination of seminar presentations including Zoom facilitation, room reservations, and catering set-up as needed, processing applicable expense reimbursements, and escorting candidates as needed. Provides backup support to other administrative office staff as necessary. May perform other duties as assigned.
This position requires occasional weekend hours and evening hours to support time-sensitive issues related to recruitment candidate visits or departmental event support as they arise.
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 ability to take initiative, anticipate actions needed, and use independent judgment. Proven ability to recognize and address urgent priorities, and take steps to resolve problems independently. Proven ability to prioritize to meet deadlines and follow schedules. Excellent follow up skills. Ability to adapt in unpredictable peaks in workload.
Required Skill/Ability 2:
Proven proficiency in an administrative support role. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information. Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment.
Required Skill/Ability 3:
Strong communication skills, included demonstrated ability to communicate both orally and in writing in a clear, pleasant, grammatically correct and professional manner. Strong customer service skills. Demonstrated attention to detail. Ability to use good judgment, tact and diplomacy when handling interactions on behalf of the faculty search committees.
Required Skill/Ability 4:
Excellent computer skills including intermediate ability or higher with MS Word and Excel. Proven ability to create slides and make changes to PowerPoint presentations. Demonstrated experience with Outlook calendaring in a professional environment. Strong ability to schedule and facilitate Zoom virtual meetings.
Required Skill/Ability 5:
Demonstrated experience arranging travel, including flights, hotels and car rentals, in a professional capacity. Demonstrated ability to facilitate room scheduling, catering, equipment and materials for seminars or events. Proven ability processing expense reimbursements.
Preferred Education, Experience and Skills:
Experience handling international travel arrangements in a professional capacity. Experience with faculty recruitment. Knowledge of University systems, including Workday, SciQuest, Zoom, Salesforce, Interfolio, Qualtrics, etc. Experience supporting medical professionals.
Weekend Hours Required?
Evening Hours Required?
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.
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: firstname.lastname@example.org.
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