Senior Administrative Assistant, YSPH

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, your talents and contributions are welcome.

About the role

Reporting directly to the Manager of Administrative Services at the Yale School of Public Health (YSPH) and working in a team environment, the Sr. Administrative Assistant provides high-quality administrative support to an academic department, its department chair and faculty. This position manages the complex calendars of the YSPH department and its faculty chair, coordinates all phases of visitors and guests, and processes expense transactions, including SciQuest ordering for department needs. Faculty support may include assisting with classroom/teaching arrangements, proofreading papers, and preparing PowerPoint presentations. This position may also provide support and/or serve as on-site back-up for special functions (e.g., seminars, faculty searches, special presentations), including planning and organizing to ensure all details are handled in advance.

Responsibilities

• 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.
• Oversees, instructs, and coordinates activities of support staff.
• Oversees the preparation of materials for grants, contracts, and budgets; monitors expenditures and reconciles financial statements.
• Provides editorial support for a journal/publication: proofreads and edits material for grammatical and factual accuracy, tracks copy through various editing and production stages, and communicates with authors, printers, and others.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assembles and arranges for necessary items.
• Compiles, synthesizes, and manipulates data; summarizes findings and writes reports or portions of reports.
• Greets visitors, answers and screens telephone calls, assesses the nature of business, and responds to requests for information.
• Screens and responds to mail; formats, keyboards, proofreads, and edits correspondence, reports, manuscripts, grants, and other material.
• Assembles attachments and corresponding materials; reviews outgoing material for completeness, dates, and signatures.
• Composes substantive correspondence and written material.
• Coordinates travel arrangements (domestic and international), schedules and coordinates meetings and appointments, and ensures reimbursements are accurate and timely.
• Processes high volume of P-Card charges, out-of-pocket reimbursements, Spend Authorizations (Travel and Study Participant Advances), consulting service contract paperwork, purchase orders (POs), Supplier Invoice Requests (check requests), and payment of Non-PO Invoices (OK to Pays).
• Orders and maintains inventory of supplies; takes minutes or dictation.
• Performs additional functions incidental to office activities.

Requirements

• 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.

Skills

• Proven proficiency in an administrative assistant role, including Outlook calendaring and managing complex calendars.
• Strong computer skills, including intermediate proficiency with Microsoft Word, PowerPoint, and Excel.
• Highly developed customer service skills, including strong problem-solving, organizational, and analytical abilities.
• Ability to work in a team environment with a positive attitude, take initiative, and work with little supervision.
• Good attendance and punctuality.
• Ability to write, format, and proofread a variety of correspondence and reports with excellent grammar, spelling, and attention to detail.
• Strong verbal communication skills.
• Ability to coordinate travel arrangements (domestic and international) and support meetings of all sizes.
• Experience organizing regularly scheduled seminars and events, including managing logistics such as room scheduling, catering, equipment, and materials.
• Ability to multitask effectively with sound professional judgment.

Preferred Qualifications

• Proven experience with Yale systems and online forms, including Workday, SciQuest, World Travel, the Supplier Gateway, and e-Ship Global.
• Experience with Workday Worksheets, Canvas, and Endnote is a plus.

Pay

Hourly range: $31.83

Schedule

Full time, hybrid work model.