Sr Admin Asst Urology Research
Yale Posting Status: CLOSED TO FURTHER APPLICATIONS
University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Wage Ranges: Click here to see our Wage Ranges
Searchable Job Family: Secretarial
Total # of hours to be worked: 37.5
Work Week: Standard (M-F equal number of hours per day)
Work Location: Medical School Campus
Worksite Address: 789 Howard Avenue, New Haven, CT 06519
Work Model: Hybrid
Position Focus:
Reporting to the Administrative Services Supervisor and exercising independent judgement and initiative, will provide high level administrative support for faculty members in the Department of Urology, focused on the research mission.
Faculty Support: Serve as a key contact and support several faculty by maintaining several complex calendars, scheduling and coordinating in-person and virtual, internal and external, meetings in multiple time zones. Assist faculty with domestic and international travel and CV maintenance. Provide procurement/financial support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Assist in assembling materials as directed for preparation of grant and publication submissions. Formats, proofreads, and edits correspondence, reports, and other material.
Departmental Support: Provide a degree of support for events, projects, and recruitment efforts which may require: researching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas/itineraries, travel arrangements, taking minutes or dictation, identifying and anticipating all needs and accommodations for these events as required. Review outgoing material for completeness and accuracy. Gather, compile, and organize data to create reports or summaries. Occasional overtime as needed during evening and weekends.
Office Support: Identify problems with workflow and equipment and make suggestions for improvements. May order, stock and distribute office supplies, mail and packages. Greets visitors. Answers and screens telephone calls. Provides administrative back-up to colleagues. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support.
Essential Duties
- 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, keyboards, proofreads, 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.
Required Skills/Abilities
- Demonstrated intermediate proficiency with Microsoft Word, Excel, Outlook, PowerPoint as well as the ability and willingness to learn new technology and systems.
- Proven ability with financial transactions, for example, processing expense reimbursements and invoices. Demonstrated initiative and follow-through on projects, taking ownership for assigned functions. Ability to manage multiple calendars and maintain accurate records.
- Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines with great attention to detail. Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team.
- Excellent verbal, written and interpersonal communication skills. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials. Excellent customer service skills and the ability to interact well with a diverse population.
- Excellent attendance record, punctuality, and reliability. Strong work ethic and professional demeanor.
Preferred Education, Experience and Skills
Prior experience in a healthcare setting, preferably supporting faculty; calendar management; travel arrangements in professional capacity; event planning and logistics; processing expenses and reimbursement; grant funding with pre or post award grant administration; systems: Beatrix, World Travel/Concur, SciQuest, Zoom, Qualtrics, and Workday, Knowledge of Yale academic/financial policies.
Additional Requirements
Weekend Hours Required? Occasional
Evening Hours Required? Occasional
Drug Screen: No
Health Screening: No
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.
COVID-19 Vaccine Requirement: The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies.
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).
Note: Yale University is a tobacco-free campus.
