06-Dec-2022

Pathology-Faculty Affairs

77925BR

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

Work Location

Medical School Campus

Worksite Address

310 Cedar Street
New Haven, CT 06510

Work Week

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

Searchable Job Family

Business Operations, Secretarial

Total # of hours to be worked:

37.5

Position Focus:

This position reports directly to the Manager of Administrative Affairs. The primary responsibility of this position is to provide a high level of administrative support for all aspects of Faculty and Postdoctoral Affairs in the Department of Pathology to include recruitment, appointments & promotions, coordinating faculty and scholar onboarding, maintaining departmental files to ensure appropriate documentation is provided and all requirements are met, and serve as the main source of information for regulations and requirements related to visa processing. This involves the overall ownership of each of these faculty affairs processes for the Department. This position handles highly sensitive and confidential information and matters requiring on-going interaction with the faculty, Chair, Deputy Dean, and various other high-level University officials. In addition, the incumbent will participate and lead key strategic initiatives to implement new processes and systems to streamline operations, eliminate duplications, and improve efficiencies in these areas. May perform other duties as assigned by manager.

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:

Proven proficiency in Microsoft Outlook, Word and Excel. Demonstrated ability and willingness to learn new systems, processes, and technology. Willingness to find ways to streamline and make efficiencies to processes.

Required Skill/Ability 2:

Excellent written and verbal communication skills. Strong interpersonal skills and comfort working with both internal and external stakeholders, creating collaborative relationships. Ability to represent the department in a professional and positive manner both inside and outside of the university.

Required Skill/Ability 3:

Demonstrated excellence in organizational, prioritization of work and duties. Excellent time management skills and demonstrated ability to follow up and provide updates. Acute attention to detail. Well-developed multi-tasking skills with the ability to handle multiple projects, with conflicting deadline with a high degree of accuracy.

Required Skill/Ability 4:

Ability to troubleshoot various matters and meet deadlines with a calm and professional demeanor. Ability to handle sensitive and confidential subject matter with discretion. Proven track record of being a self-starter, self-initiated, and self-motivated in a fast-paced environment with competing priorities. Open to feedback and willingness to step in where needed.

Required Skill/Ability 5:

Demonstrated ability in an administrative support position. Demonstrated excellent attendance record and reliability.

Preferred Education, Experience and Skills:

Prior experience in an academic setting. Experience with Workday, STARS recruiting systems, Interfolio, Salesforce, SharePoint preferred but not 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

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