<p>Essential Duties</p> <ol> <li>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. </li></ol> <p>Required Education and Experience</p> <p>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.</p> <p>Background Check Requirements</p> <p>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.</p> <p>Position Focus:</p> <p>Reporting to the Assistant Director for Research, the Senior Administrative Assistant provides a high level of administrative and specialized technical support to the Vice Chair and Section Chief of Research, as well as the research faculty in the Department of Emergency Medicine.</p> <p>Under limited supervision, this role requires the ability to exercise judgment and initiative while demonstrating strong attention to detail and managing multiple tasks in a fast-paced environment. The Senior Administrative Assistant will cultivate and maintain strong working relationships with research faculty, Principal Investigators, lab members, sponsors, and other key stakeholders.</p> <p>The Senior Administrative Assistant provides substantive administrative support to the Department, including detailed management and tracking of information. They maintain consistent engagement with research faculty, departmental administration, research trainees and candidates, and other research colleagues. Responsibilities include coordinating business activities related to travel and reimbursements with a high level of detail and processing a high volume of expense reports with high accuracy. The role also includes maintaining faculty calendars, ordering and maintaining equipment and supplies for the Section, and providing professional, confidential support. The Senior Administrative Assistant collaborates with other support staff to ensure general duties and responsibilities are appropriately shared and coordinates events and meetings, including food orders and planning logistics. Occasional overtime may be required as needed.</p> <p>In addition to research, the Senior Administrative Assistant will support broader departmental functions, including but not limited to faculty affairs, communications, clinical operations, and medical education. This includes maintaining faculty-related records, ensuring compliance with institutional standards, and supporting departmental operations.</p> <p>The role will also involve collaboration in special projects, working alongside leadership to improve processes, enhance efficiency, and support strategic initiatives. Additional administrative duties may be assigned to adapt to the evolving needs of the department.</p> <p>The role will be fully on-site 5 days/week for the first 90 days, it will then convert to Hybrid (3 days/week).</p> <p>Preferred Education, Experience and Skills:</p> <p>Bachelor's degree and at least three years of progressively responsible professional experience in higher education, with a specific focus on faculty support roles. Proven experience within academic medicine or healthcare organizations.</p> <p>Posting Disclaimer</p> <p>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.</p>