Senior Administrative Assistant

Senior Administrative Assistant

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Salary: $31.83

Job Requisition ID: 137671WD

The Senior Administrative Assistant will provide a high level of administrative support to the Executive Vice Chair of the department of OBGYN. Responsibilities include the coordination of administrative, program and office duties such as assisting with the preparation of project and fiscal grants/projects, editorial support for journals/publications, monitor and reconcile financial statements, onboarding of staff, scheduling meetings and taking meeting minutes, maintaining academic calendars, booking travel arrangements, and processing reimbursements and ordering supplies. The Senior Administrative Assistant should have familiarity with grants and be comfortable formatting, proofreading and editing a variety of materials including but not limited to preparing reports, manuscripts, grants, presentations and other materials as assigned. In addition, the Senior Administrative Assistant should be able to deal with other tasks and/or issues as they arise.

Provides essential administrative support to the Executive Vice Chair, ensuring smooth operations and efficient workflow. Coordinates travel, organizes events, manages financial transactions, and support the Executive Vice Chair with administrative tasks. The Senior Administrative Assistant should have independent judgement to evaluate feasibility and accepting of potential projects through careful analysis of needs, resource requirements, financial costs and current planned capacity of the group. In addition, help develop HIC/IRB submissions, prepare IRB protocols, grant related documents, amendments, and progress reports, and support the team as needed on research projects, ensuring meticulous data management, reports and publications. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Senior Administrative Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

This position is Hybrid: 3 days onsite/week Monday is MANDATORY.

Required Skills and Abilities:

• Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, drafting letters, and preparing PowerPoint presentations and reports.
• Research-Related Experience: Demonstrated experience preparing grant related documents such as, progress reports, bio sketches, and manuscripts.
• Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
• Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office Suite (Word, Excel, Outlook, PPT).

Preferred Skills and Abilities:

• Advanced Technology Skills: Familiarity with systems such as Workday, Epic, project management platforms, reference management programs and other administrative or financial software.
• Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.
• Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
• Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements, processing of expense reports.

Principal Responsibilities:

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• 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.
• 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, 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.
• 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.

Job Category: Administrative Support

Bargaining Unit: L34

Compensation Grade: Labor Grade D

Compensation Grade Profile:

Time Type: Full time

Duration Type: Staff

Work Model: Hybrid

Location: 310 Cedar Street, New Haven, Connecticut

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 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. 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). Yale University is a tobacco-free campus.