Senior Administrative Assistant

Connecticut, United States
15 Oct 2018
End of advertisement period
15 Dec 2018
Contract Type
Full Time

Position Focus:

Reporting to the Director of YCCI, provides administrative support and assistance with various projects to the leadership of YCCI, providing support and facilitating research resource requests from staffing, budget development, regulatory support and research space needs. Provides support for YCCI's training programs including but not limited to YCCI Junior Faculty Scholars program and Investigative Medicine Program as well as YCCI's Pilot funding programs. Serves as a YCCI Clinical Trials liaison to educate community residents in a variety of public forums about the importance of increasing minority representation in clinical research, protection of human subjects, misperceptions about clinical research, and the different types of clinical research participation. Assists in collection and assembly of materials for annual progress reports and grant proposals, including tracking YCCI scholar and pilot awardees activities by annual progress reports from scholars and pilot awards, publication searches, abstracts searches, and grant submissions.

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:

Excellent oral and written communication skills; strong computer skills, including proficiency with full range of MS Office Suite (Expert/Advanced-level Word, Excel, and Outlook). Demonstrated proficiency with other web-based applications, and ability to learn new applications.

Required Skill/Ability 2:

Demonstrated ability to provide support in an administrative capacity. Ability to interact with all levels including PI, research project teams, data management staff, and a variety of researchers from several disciplines. Ability to participate in research team conference calls, take minutes, and follow-up on action items. Facilitate communication between all groups.

Required Skill/Ability 3:

Ability to be comfortable in public settings, serving as a representative of YCCI at events such as scholar orientation and on-boarding of scholars, health fairs or other appropriate community sponsored events, that serve as recruitment opportunities to Yale clinical research trials.

Required Skill/Ability 4:

Demonstrated ability to work independently, accepting responsibility and accountability for assignments within a team environment. Receive, screen, and refer callers and visitors. Proactively determine nature of business & answer general questions, relay messages, and confirm specific information.

Required Skill/Ability 5:

Proven ability to coordinate seminars, meetings, and events for YCCI Training/Education program, including serving as point-person, reserving rooms, coordinating travel, arranging catering, AV, and processing expense reimbursement. Assists in assembly of materials for grant proposals/applications.

Preferred Education, Experience and Skills:

Excellent OnCore and EPIC skills. Knowledge/understanding of research.

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 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, 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: