Senior Administrative Assistant in Neuroscience

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

Work Days/Hours (Other than Standard)

8:30 a.m. to 5:00 p.m., Monday through Friday with one hour lunch.

Position Focus:

Provides a high level of administrative and clerical support to the Director of Finance and Administration, Grant Manager for Pre and Post award, and faculty in the Department of Neuroscience. Oversees and prepares grant and contract applications, documents, standard budgets, as well as to review, interpret and ensure all application guidelines and deadlines are met. Processes new employee on-boarding, reappointments and terminations, and prepares visa documents. With knowledge of Yale policy and procedures, initiate, prepare and process forms including but not limited to reimbursements, PCard transactions, check requests, airbills, equipment tagging, DEA licenses, and purchasing documents. Research and prepare compliance reports and security reports. Ensure departmental security by arranging key and card access. Responsible for department compliance. Coordinates graduate student meetings and activities. Assists in the administration of the 500b course. Coordinates student employment. Plans, coordinates and administers seminars. Arranges hotel/travel, and attends to details for seminars and scholar visits Organizes lunch meetings. Provides administrative support to senior faculty for correspondence and other documents including, but not limited to: CVs, grants, PubMed, and other support as well as assistance for courses. Arrange travel. Provides front desk coverage. Represents Neuroscience in a professional, courteous, cooperative and helpful manner. Responsible to open and close the office at 8:30 a.m. and 5:00 p.m. Maintains all documents on the shared drive using standard departmental naming conventions. Organizes and maintains filing. Maintains and updates departmental personnel information. Coordinate meeting room schedules. Monitors conference rooms, set up rooms. Provides oversight for lunch room, manages scheduling and monitors activities. Develops office procedures, documents and updates office procedures as necessary. Performs duties incidental to office activity as needed and as back up. Handles mail activities. Post information on departmental bulletin boards. Orders supplies. Coordinates maintenance for office equipment. Picks up and delivers documents as needed. Researches and resolves issues. Performs additional functions to meet the needs of the Director of Finance and Administration, and the Grant Manager for Pre and Post award.

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:

Proven ability in an administrative support position. Excellent computer skills including Word and Excel. Ability to quickly transition to new software and computer systems. Demonstrated accurate/efficient keyboarding ability.

Required Skill/Ability 2:

Strong math skills for budget work. Accuracy and attention to detail, excellent proofreading skills.

Required Skill/Ability 3:

Excellent interpersonal skills. Positive attitude. Excellent written and oral communication skills. Excellent attendance and punctuality records.

Required Skill/Ability 4:

Ability to plan, organize and manage a large volume of work in a complex, fast-paced environment. Works well under pressure. Ability to effectively manage multiple deadlines. Exceptional administrative skills, with a demonstrated ability to concentrate and perform with interruptions. Ability to prioritize and meet deadlines.

Required Skill/Ability 5:

Excellent time management skills. Ability to multitask effectively. Willingness and ability to follow instructions and ask questions. High level of organizational skills. Strong initiative. Demonstrated thoroughness and follow-through in execution of tasks.

Preferred Education, Experience and Skills:

Bachelor's Degree in a related field preferred. Prior experience with grants. Prior experience coordinating travel, meetings and conferences.

Physical Requirements

Ability to lift 20 pounds, copier paper and large files.

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: