Senior Administrative Assistant, YSPH

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Overview

Reporting directly to the Manager of Administrative Services at YSPH and working in a team environment, the Sr. Administrative Assistant provides high quality administrative assistance to an academic department, its department chair and faculty.

Working in coordination with other departmental administrative support staff, this position will manage the complex calendar of the YSPH department and its faculty chair, coordinate all phases of visitors and guests, and process expense transactions, including SciQuest ordering for department needs. Faculty support may include assisting with classroom/teaching arrangements, proofreading papers and preparing power point presentations.

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), processing consulting service contract paperwork and setting up purchase orders (PO-s), submitting Supplier Invoice Requests (check requests) and payment of Non-PO Invoices (OK to Pays).
 

Additional responsibilities include:

• Oversee and coordinate 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.

• 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, keyboards, proofreads, and edits correspondence, reports, manuscripts and other material.

• Assembles attachments and corresponding material.

• Reviews outgoing material for completeness, dates, and signatures.

• Composes substantive correspondence and written material.

• Provide administrative coverage for YSPH departments as needed when there are extended absences/leaves, open positions, and/or work overflow to maintain primary business operations and compliance.

• 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 Skills and Abilities

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, PowerPoint, and Excel.

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.

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.

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.

5. Ability to multitask effectively with sound professional judgment.

Preferred Education, Experience and Skills

1. Familiarity with Yale systems including Workday, SciQuest, Egencia and e-Ship Global.

2. Proven experience with Canva and Endnote would be a plus.

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.