Senior Administrative Assistant
Supporting the Director for the Center for Outcomes, Research, and Evaluation, and exercising independent judgment and initiative, this individual assists with administrative, programs, and office activities. Implements and coordinates office procedures and systems. Serves as primary source of information to students, staff, and faculty on policies, procedures, programs, and office activities. Coordinate the logistics of the Director’s travel schedule, from making arrangements to processing of reimbursements. Edit and proofread a variety of material for grammatical and factual accuracy. Provide general research support, including assisting with HIC protocols and preparation of research-related materials. Receive and direct visitors will a high level of professionalism.
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:
Advanced computer skills including advanced proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. Proven ability to design spreadsheets and graphics and support faculty as they work with these tools.
Required Skill/Ability 2:
Excellent organizational and oral and written communication skills. Compose, proofread, or edit formal general correspondence, memoranda, short reports, or grant applications for internal or external circulation.
Required Skill/Ability 3:
Ability to work effectively within a high-volume environment; and have an exceptional degree of detail orientation. Proven ability to take initiative and follow-through; ability to manage competing priorities.
Required Skill/Ability 4:
Proven ability to extract and compile a range of data from written sources, by asking individuals questions, or from one or several given databases, with limited interpretation of data. Well-developed problem-solving skills, ability to work independently and exercise good judgment.
Required Skill/Ability 5:
Demonstrated ability in an administrative support position.
Preferred Education, Experience and Skills:
Bachelor’s degree in English or related area. Working knowledge of Yale University’s policies and procedures. Experience with EndNote and social media; knowledge of both Windows and macOS operating systems. General research experience and experience with IRB/HIC submissions.
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: email@example.com.