<p>Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!</p> <p>Hourly Range</p> <p>31.05</p> <p>Overview Reporting to the Associate Dean for Health Equity Research, the Sr. Administrative Assistant provides high quality administrative assistance in the fast-paced and deadline-oriented Office of Health Equity Research. This position requires knowledge of university and departmental policies and procedures; ability to use independent judgement, initiate and complete tasks with minimal supervision; ability to multi-task in a fast-paced environment, work within a team structure and have good interpersonal skills in daily interactions with faculty, staff, students, donors, high profile guests, and university officers. The Senior Administrative Assistant will be a self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. They will consistently provide a high degree of executive office professionalism and maintain confidentiality/discretion in all matters of the Office. They will embed as a fully participating member within the larger research team, participating in on- and off-site meetings, events, and retreats. They will serve as a key contact and support the execution of meetings, travel, events, initiatives, projects, and communications for several leadership roles. Primary duties include: Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments in multiple time zones with strong calendaring skills. Coordinate and book detailed and complex travel, both domestic and international. Schedule and coordinate logistics with multiple department interfaces including researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Welcome, orient, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Prepare required forms and reimbursements. Provide procurement/financial support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Thorough knowledge of Yale forms, policies and procedures. Ensure facilities and office machines are maintained as needed. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. May order, stock and distribute office and kitchen supplies, and incoming and outgoing mail and packages. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of service and support. Candidates who submit a cover letter will be given priority consideration. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position. Required Skills and Abilities 1. Demonstrated customer service skills including strong problem solving, organizational and analytical skills. Ability to work in a fast-paced and complex team environment with a positive attitude, with the ability to take initiative, maintain discretion and confidentiality and work with little supervision. Proven record of good attendance and punctuality. 2. Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Strong organizational skills and ability to manage multiple projects and unpredictable peaks in workload in a fast-paced environment. 3. Excellent written communication skills, grammar, and spelling with strong attention to detail and time management. Strong oral communication skills, well developed organizational, analytical, and interpersonal skill. Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy. 4. Proven proficiency in an administrative assistant role including proficiency in multiple calendaring programs with proven ability to manage complex calendars. Strong ability to schedule and facilitate Zoom virtual meetings. Proven strong computer skills including intermediate skills with Microsoft Word, PowerPoint, and Excel. Preferred Education, Experience and Skills Bachelor's degree. Proven experience with Yale systems such as Workday, Egencia, SciQuest, etc. Prior experience in a senior level administrative role supporting high level faculty or executives. Proven experience working in a medical school, academic, or hospital setting.</p> <p>Principal Responsibilities</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. 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. </li></ol> <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>Health Requirements</p> <p>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.</p> <p>Posting Disclaimer</p> <p>The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.</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 position. Employees will be assigned specific job-related duties through their hiring department.</p> <p>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.</p> <p>Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).</p> <p>Note</p> <p>Yale University is a tobacco-free campus.</p>