Senior Administrative Assistant

10-Oct-2022

Physiology – Business Operations

76679BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

333 Cedar Street
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Human Resources

Total # of hours to be worked:

37.5

Position Focus:

Under the supervision of the Operations Manager of the Department of Cellular and Molecular Physiology provide comprehensive operational and personnel management support for the department. The Administrative Assistant will provide HR management support in the areas of faculty, postdoctoral, and postgraduate appointments, obtaining visa documents for foreign scholars, staff hiring, sponsored identities, onboarding process and training requirements, website updates, major equipment inventory, expense report preparation, supplier setups, provide purchasing assistance and other duties as assigned.

1. Effect new employee hiring by entering them in Workday/STARS system, ordering door keys, ensuring TMS questionnaire has been completed, assisting them in obtaining training required, setting up their mailbox, processing all telecommunication and computing requests as needed, including ordering e-mail setup, Net IDs, telephones, calling cards, cell phones, etc. 2. Working in concert with the Office of International Students and Scholars (OISS), initiate and process visa documents for foreign citizen new hires and current employees seeking extension via OISS Connect. Maintain a database of foreign employees complete with visa types and expiration dates. Assist new foreign employees by obtaining an appointment with the International Tax Office upon arrival. 3. Assist new employees in navigating and understanding the Yale Workday employee portal by demonstrating enrollment in direct deposit, health insurance plan, change of personal information, and update of tax information. 6. Maintain departmental website by updating events, directory, faculty profiles, etc. 7. Assist Accountant by scanning paper backup documentation of purchases made by research labs and digitally filing it in Yale Box application. Call vendors for copies of invoices when necessary. Create and submit employee expense reimbursements and check requests as necessary. Order office supplies as necessary utilizing SciQuest program. Compile internal service provider data from Microscopy core into Excel spreadsheet in support of monthly billing process. 8. Provide facilities support for faculty and department by interacting regularly with the Facilities department, custodial services, safety, etc. Utilize AssetWorks to initiate and follow up on requests for service. 9. Coordinate Conference and Seminar room bookings. Arrange and prepare meeting rooms for departmental coffee hours, meetings, seminars, etc. 10. Perform other clerical duties as necessary.

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:

Intermediate to advanced proficiency in MS Outlook, Excel and Word. Proven ability to work with and learn various types of computer software and programs. Willingness and ability to learn and adapt to new technology.

Required Skill/Ability 2:

Ability to use excellent independent judgment and effectively prioritize work on multiple projects and to regularly solve problems. Ability to take initiative and anticipate actions needed to meet deadlines.

Required Skill/Ability 3:

Proven ability in a financial or administrative support role. Knowledge of general accounting policies and procedures.

Required Skill/Ability 4:

Excellent attention to detail and organizational skills. Strong analytical and oral/written communication skills. Candidates are encouraged to provide a cover letter as they are strongly preferred.

Required Skill/Ability 5:

Superior demonstrated customer service skills.

Preferred Education, Experience and Skills:

Prior experience with expense reimbursements, purchasing, scheduling, and coordinating travel arrangements. Experience coordinating meetings and seminars and managing the calendar for a manager/supervisor. Prior experience with Workday financial and reporting applications.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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. 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.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

equity@yale.edu<mailto:equity@yale.edu>

Note

Yale University is a tobacco-free campus