Senior Administrative Assistant In Neuroscience

Neuroscience

86422BR

University Job Title

Senior Administrative Assistant, Academic Dept

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

Administration

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

100 College Street
New Haven, CT 06506

Position Focus:

This position reports to the Neuroscience Business Office and requires the ability to exercise judgement and initiative, to demonstrate strong attention to detail while multitasking in a fast-paced research environment. This position will be focused on several tasks for their assigned faculty including: general administrative support (including mail distribution, order of supplies, answering phones and triaging requests for information). pre-award grant support (preparing grant / contract applications, composing, and editing documents (e.g., biosketches, CV’s, other support documentation), use of IRES, reviewing and regulatory guidelines and ensuring all application guidelines and deadlines are met). meeting and seminar management (communication of invited speakers, setting up venue and ensuring delivery of catering, if applicable). travel arrangements (organizing the specifics of itineraries, travel arrangements, and/or accommodations; provide extensive meeting coordination, follow-up, tracking, and managing agendas, reimbursements). process financial transactions (including non-lab requisitions, expense reports, check requests and other relevant requests for the lab/department).

Essential Duties

1.  Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures. 2.  Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests.  Creates and distributes Departmental schedules, documents, and reports. Processes and supports faculty appointments.  3.  Oversees and monitors Department budgets.  Participates in budget preparation and quarterly monitoring.  Processes financial paperwork.  Coordinates with faculty use of student work-study hours; authorizes work-study timecards. 4.  Provides organizational and logistical support for Departmental admissions process. Serves as liaison to the Registrar/Admissions Office.  Trains students assigned to support Department specific admissions activities.  5.  Organizes, coordinates, and implements Department specific events.  6.  Oversees and maintains Department databases and mailing lists.  7.  Oversees and maintains Department collections and bequests. 8.  Other duties as assigned by Chairs of Departments.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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:

Proven ability in an administrative support position. Excellent computer skills including intermediate to advance proficiency in Work and Excel. Ability to quickly transition to new software and computer systems.

Required Skill/Ability 2:

Strong math skills for budget work. Accuracy and attention to detail and excellent proofreading skills.

Required Skill/Ability 3:

Excellent interpersonal skills. Excellent written and oral skills. Excellent attendance and punctuality records.

Required Skill/Ability 4:

Ability to plan, organize and manage a large volume of work in a complex, fast-paced environment. Works well under pressure. Ability to prioritize, multitask and effectively management multiple deadlines.

Required Skill/Ability 5:

Excellent time management skills. High level of organization. Demonstrated thoroughness and follow-through in execution of tasks.

Preferred Education, Experience and Skills:

Prior experience with research labs/faculty in an academic setting.  Prior experience in coordinating travel, meetings and conferences.

Weekend Hours Required?

No

Evening Hours Required?

No

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:
https://covid19.yale.edu/health-guidelines

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).

Note

Yale University is a tobacco-free campus