<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>The Wu Tsai Institute is a university-wide neuroscience initiative with the mission to understand human cognition and explore human potential by sparking interdisciplinary inquiry. We bring together biological, psychological, and computational perspectives through shared facilities, training and mentorship, innovative faculty hiring, collaborative spaces, community-building events, and moonshot projects. We prioritize mission-driven research that bridges disciplines and advances a more integrated understanding of the mind and brain across scales and species. We aim to connect this understanding with other sectors of society to gain insight into the broader use and impact of research.</p> <p>Reporting to the Managing Director, the Senior Administrative Assistant is responsible for a range of functions that support Institute activities. The role prepares and initiates business transactions including travel arrangements, purchase requisitions, expense reports, purchase-card expenses. The role utilizes a customer relationship management platform to respond to and triage inquiries, to enter and check data, and to run reports. The role distributes, manages, intakes, and handles data from surveys and forms. The role ensures smooth office functioning: maintaining, tracking, and ordering supplies and materials, coordinating shared calendars, and interfacing with vendors. The role assists in hospitality functions, including supporting special events and meetings, coordinating regular coffee hours and maintaining an inventory of consumables and catering supplies. The role may include the coordinating hiring, training, and scheduling of student workers. The role assists in staff onboarding, ongoing staff needs, group meetings. The incumbent collaborates across functions on special projects and performs other related duties as assigned. As a member of team, the role will have high touch interactions with faculty, staff, students and visitors.</p> <p>Candidates who provide a cover letter with their resume will be given priority consideration. Candidates should draw from the "Position Focus" and "Required Skills" section of this posting for the specifics of the role; the "Essential Duties" reflect generic job responsibilities.</p> <p>Preferred Education, Experience and Skills:</p> <p>Bachelor's Degree. Proven experience working in a complex, fast-paced organization with a strong commitment to and track record of customer service. Conference and event planning skills. Knowledge of Yale University organizational units and software systems. Proven experience managing customer relation management software (e.g., Salesforce).</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>