Senior Administrative Assistant – Yale University

Title of the Job: Senior Administrative Assistant

Location: Yale, MI

Job Description: Essential Duties1. 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 ExperienceSix 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 demonstrated experience and education.Duration TypeRegularWork WeekStandard (M-F equal number of hours per day)Drug ScreenNoHealth ScreeningNoBackground Check RequirementsAll 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. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.Searchable Job FamilyAdministration, Research/SupportExternal Gateway Posting Date22-Nov-2024Total # of hours to be worked:37.5Position Focus:The Senior Administrative Assistant will coordinate academic activities for Vice Chair and additional faculty of Biomedical Informatics and Data Science. The position will focus on purchasing, coordinating travel arrangements, schedules and coordinating meetings and appointments, as well as serving as the principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. In addition, this position will be responsible for scheduling seminars and conferences for faculty. The Senior Administrative Assistant will be responsible for the training other administrative assistants in the Section.Preferred Education, Experience and Skills:Experience managing multiple grant applications and ongoing award activities. Experience managing calendars in an administrative support role. Experience with Workday Financials. Experience working in a research environment.Posting DisclaimerThe 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.Compensation GradeLabor Grade DBargaining UnitL34 – Local 34 (Yale Union Group)Supervisory OrganizationBiomedical Informatics and Data Science – Finance and AdministrationTime TypeFull timeRequired Skill/Ability 1:Prior proficiency in an administrative support role. High-level project management and organizational skills with demonstrated leadership ability.Required Skill/Ability 2:Ability to manage multiple grant applications and ongoing award activities with a high level of accuracy. Ability to prepare and contribute to reports, proposals, and presentations.Required Skill/Ability 3:Ability to deal with complex issues and sensitive situations that require confidentiality and discretion. Highly developed oral and written communication skills which will be used to represent the Vice Chair and the department’s leadership. Candidates are strongly encouraged to provide a cover letter.Required Skill/Ability 4:Intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint, and Outlook.Required Skill/Ability 5:Excellent and proven analytical skills. Ability to interact with faculty, research staff, students and dignitaries with a highly professional demeanor.NoteYale University is a tobacco-free campusWage RangesClick to see our Wage RangesWork ModelHybrid

Company Name: Yale University

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