Senior Administrative Assistant
Genetics - Finance and Adminstration
University Job Title
Senior Administrative Assistant
L34 - Local 34 (Yale Union Group)
Labor Grade D
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Searchable Job Family
Total # of hours to be worked:
Standard (M-F equal number of hours per day)
Medical School Campus
333 Cedar Street New Haven, CT 06510
This position reports directly to the Assistant Administrator for Faculty Affairs & Operations and works closely with the Assistant Administrator for Postdoctoral and Staff Affairs. The primary responsibility of the position is to assist in managing the day-to-day office operations while providing high-level administrative support for the administrative and operational needs of the department. This position will be the main academic support specialist responsible for data entry of the department reappointments, hires, and terminations and will also be responsible for processing visas. This position will independently coordinate administrative programs and department activities, including but not limited to, the department’s seminar series and continuing medical education program. The position will be responsible for organizing the specifics of itineraries, travel arrangements, and/or accommodations; provide extensive meeting coordination, follow-up, tracking, and managing agendas. This also includes arranging facility and equipment needed for meetings and conferences as needed. The position will process financial transactions (such as expense reports, reimbursements, purchase orders, and others) and accurately resolves any related issues. This position will assist in entering department facilities and ITS requests. This position will screen incoming calls and exercise sound judgment when triaging calls, respond to requests for information and/or assistance and will be responsible for managing office supplies and processing the department mail. The position will serve as the principal source of information regarding policies and procedures related to academic new hires/initial appointments and reappointments including international visa processes and policies of OISS, while independently processing related tasks in an accurate and efficient manner. The position will also assist with crafting policies and guidelines. The position will efficiently, and professionally complete other clerical or administrative tasks as assigned including but not limited to typing, formatting, proofreading, and editing correspondence; and ensuring grammatical and factual accuracy. It is expected that this position reviews outgoing material for completeness, accuracy, dates, and signatures. This position handles highly sensitive and confidential information, and it requires regular interactions with other offices within the school of medicine. This position will serve as back-up support and provide additional duties/administrative assistance to faculty and/or the Director of Finance & Administration, as necessary, to maintain highest level of service and support in the department.
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:
Proficient computer experience with MS Word, Excel, Outlook calendaring, Internet, Zoom and email.
Required Skill/Ability 2:
Strong organizational skills, good interpersonal skills and excellent customer service skills.
Required Skill/Ability 3:
Demonstrated ability work with multiple deadlines and juggle workload accordingly determining priority deadlines.
Required Skill/Ability 4:
Proven ability to follow established procedures. Demonstrated office etiquette and professional demeanor at all times.
Required Skill/Ability 5:
Ability to work in a team structure.
Weekend Hours Required?
Evening Hours Required?
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
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
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.
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).
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