Senior Administrative Assistant

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Overview
This Senior Administrative Assistant position is part time, 30 hours, 4 days a week onsite. The Grand Rounds Coordinator is responsible for the comprehensive planning, coordination, and execution of the Department of Psychiatry’s weekly Grand Rounds and named lectures. This role manages CME compliance, speaker logistics, scheduling, budgeting, honoraria, and on-site support. This role will also provide administrative support to the Yale Center for the Study of Tobacco Product Use and Addiction (YCSTP) by supporting daily administrative operations and serving as a key resource for faculty, staff, and students regarding policies, procedures, and office activities.

This position provides comprehensive administrative coordination for the Department of Psychiatry. Primary responsibilities include managing Psychiatry Grand Rounds, with oversight of CME compliance, speaker logistics, and honoraria processing, scheduling, and budget tracking. The role also provides administrative support to YCSTP investigators, overseeing daily program operations such as scheduling, procurement of study and laboratory supplies, equipment, and services, and ensuring employee training compliance for Yale University. Additional responsibilities include coordinating onboarding for new faculty and staff and providing offboarding support as needed. The position requires proficiency in Yale’s electronic systems for expense management, vendor setup, travel booking, and employee reimbursement processing.

Required Skills and Abilities
1. Proficiency in Windows and Microsoft Office applications, including Word, Excel, Outlook (Calendar), PowerPoint and strong internet navigation skills.
2. Excellent written and verbal communication skills, including proofreading and editing, with the ability to communicate professionally and clearly.
3. Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines with accuracy and attention to detail.
4. Ability to work independently, exercise sound judgment, take initiative, anticipate needs, and solve problems effectively. Comfort handling confidential information and financial documentation.

Preferred Skills and Abilities
1. Bachelor’s degree. Prior experience with Yale policies, procedures, and systems. Experience with EHS, Concur, and Workday. Experience coordinating events or seminars.

Principal Responsibilities

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.

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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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

Note

Yale University is a tobacco-free campus.