Senior Administrative Assistant, YSM Stem Cell

11-Oct-2022

YSM – Stem Cell

76713BR

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

10 Amistad Street
New Haven, CT 06519

Work Week

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Reporting directly to the Operations Manager of the Yale Stem Cell Center (YSCC), and working in a team environment, the Senior Administrative Assistant provides high quality administrative support and oversight to the YSCC Director and to assigned YSCC research faculty and their research teams (from various medical school departments). Serves as YSCC liaison to cultivate relationships and build networks with faculty and staff in other Yale departments, other universities, and institutions. The responsibilities include, but are not limited to: Processing supplier setup, expense reimbursements, supplier invoice requests, and purchase orders using the Workday financial application system. Thorough knowledge of Yale forms, policies and procedures. Coordinate and book detailed and complex travel, both domestic and international. Schedule and coordinate logistics with multiple department interfaces including researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Good working knowledge of Yale domestic and international travel forms, policies and procedures. Prepare and distribute materials for meetings as well as taking minutes as needed. Coordinate the faculty recruitment process which includes advertising the positions, managing applications and distributing them to the Committee members, scheduling and staffing the Search Committee meetings, making travel arrangements and developing itineraries for the candidates, processing travel reimbursements. Actively manage and regularly update the Center website with content changes. Ensure facilities and office machines are maintained as needed. Manage and maintain faculty office space assignments. Initiate, develop and complete special projects as needed. Respond to requests for information and provide assistance. Schedule and coordinate meetings and appointments with strong calendaring skills. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. Serves as principal source of information to students, staff, and faculty on policies, procedure, programs, and office activities. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.

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. 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:

Demonstrated ability providing administrative support to faculty and/or academic departments. Proven ability to schedule and coordinate logistics for meetings, events and seminars including venue selection and setup, catering, travel and accommodations. Demonstrated ability with financial transactions, such as processing expense reimbursements and invoices.

Required Skill/Ability 2:

Demonstrated intermediate proficiency with Microsoft Word, Excel, PowerPoint and Outlook, as well as the ability and willingness to learn new technology and systems.

Required Skill/Ability 3:

Excellent verbal, written and interpersonal communication skills. Candidates are encouraged to provide a cover letter as they are strongly preferred. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.

Required Skill/Ability 4:

Excellent organizational skills, and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Excellent customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team.

Preferred Education, Experience and Skills:

Yale knowledge of policies, procedures, and systems including; Workday Finances, Procurement, IT Service Portal, and Egencia. Prior experience with Endnote.

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