Molecular Cellular & Developmental Biology
Yale Posting Status
CLOSED TO FURTHER APPLICATIONS
University Job Title
Senior Administrative Assistant
Bargaining Unit
L34 - Local 34 (Yale Union Group)
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
Central Campus
Worksite Address
260 Whitney Avenue
New Haven, CT 06511
Position Focus:
Reporting to the Faculty and Academic Affairs Manager, the Sr. Administrative Assistant/Academic Appointment Specialist will provide administrative support for members of the MCDB faculty and their lab members and administer academic appointments for lab staff. Will serve as the principal source of information regarding policies and procedures related to academic new hire/initial appointments and reappointments including international visa processes and policies of OISS, while independently processing related tasks in an accurate and efficient manner. Schedules meetings, appointments, maintains calendars, coordinates travel, clears expenses, procures orders, and performs additional functions incidental to office activities or faculty requests. Serves as member of the faculty support team and provide back-up for other support staff and may be expected to perform other duties as assigned.
Dept/Section URL
Click here for more information
Essential Duties
1. 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.
Required Skill/Ability 1:
Strong leadership skills with the ability to ensure projects and assignments are completed in a timely manner. Ability to make independent and informed decisions, take initiative and follow-through. Proven ability to handle sensitive and confidential information in a discrete and professional manner.
Required Skill/Ability 2:
Proven ability to assess issues, troubleshoot, and make quick judgment calls. Ability to provide recommendations to improve processes and procedures. Excellent interpersonal skills. Ability to interact effectively with multiple levels of an organization. Proven ability to work within a team of as well as with students, academic appointees, and faculty.
Required Skill/Ability 3:
Excellent organizational, written, and verbal communication skills. Detail oriented with a high level of accuracy. Ability to compose, edit and proofread memos, general correspondence, and reports. Demonstrated ability to handle multiple tasks, prioritize workload and consistently meet routine production and projects with similar deadlines.
Required Skill/Ability 4:
Proven ability to proficiently use Microsoft Office Suite, especially Excel. Demonstrated ability to keep up with technology and learn the latest software and programs. Ability to manage multiple calendars
Required Skill/Ability 5:
Ability to serve as a principal source of information on administrative, academic appointment, and procedural matters to academic appointees, prospective academic appointees, faculty, and staff. Ability to interpret and communicate complex federal regulations, policies, and procedures.
Preferred Education, Experience and Skills:
Bachelor’s degree or two years of related work experience and an Associate degree; or an equivalent combination of experience and education. Exceptional administrative skill and customer service.
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.
COVID-19 Vaccine Requirement
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.
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).
W.L. Harkness Hall, 3rd Floor, Room 303
100 Wall Street, New Haven CT 06511
203-432-0849
equity@yale.edu
Note
Yale University is a tobacco-free campus