Senior Administrative Assistant
Reporting directly to the Manager of Administrative Support at YSPH and working in a team environment, the Sr. Administrative Assistant provides high quality administrative assistance including managing the complex calendars of various YSPH Faculty, providing classroom/teaching support, coordinating all phases of visitors and interns, proofreading papers and power point presentations, and SciQuest ordering for the department and research labs.
This position also coordinates all special functions for the department (e.g., seminars, faculty searches, special presentations) by planning and organizing to ensure all details are handled in advance, and orchestrating events so that functions run smoothly. This position is responsible for making travel arrangements as needed, clearly communicating the details of the travel plans, and following up to make sure reimbursements are accurate and timely.
This position is also responsible for transactional work including, but not limited to: processing high volume of P-Card charges and out of pocket reimbursements; requesting Spend Authorizations (Travel and Study Participant Advances), Supplier Invoice Requests (check requests) and payment of Non-PO Invoices (OK to Pays).
- 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.
- Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
- 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.
- 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.
- Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
- 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.
- 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 proficiency in an administrative assistant role including proficiency in Outlook calendaring with proven ability to manage complex calendars. Proven strong computer skills including intermediate skills with Microsoft Word and Excel.
Required Skill/Ability 2:
Demonstrated highly developed customer service skills including strong problem solving, organizational, and analytical skills. Proven ability to work in a team environment with a positive attitude, with the proven ability to take initiative and work with little supervision. Proven record of good attendance and punctuality.
Required Skill/Ability 3:
Proven ability to write, format and proofread a variety of correspondence and reports. Excellent written communication skills, grammar, and spelling with strong attention to detail. Strong verbal communication skills.
Required Skill/Ability 4:
Proven ability to coordinate travel arrangements (domestic and international) and meetings (both small and large) in an administrative support capacity. Demonstrated ability to coordinate activities of regularly scheduled seminars and events. Demonstrated ability to facilitate room scheduling, catering needs, equipment and handouts.
Required Skill/Ability 5:
Ability to correctly and efficiently complete online University forms and entries into University electronic systems including Workday, SciQuest, Egencia, and e-Ship Global. Ability to multi-task effectively with sound professional judgment.
Preferred Education, Experience and Skills:
Experience with Workday and other Yale systems. Proven understanding of awards and financial statements related to expense processing.
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.