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Senior Administrative Assistant, Wu Tsai Institute

Job Description


23-Jan-2023

Wu Tsai Institute

78574BR


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

Central Campus


Worksite Address

1 Prospect Street
New Haven, CT 06511


Work Week

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


Searchable Job Family

Administration


Total # of hours to be worked:

37.5


Position Focus:

The Wu Tsai Institute is an interdisciplinary neuroscience initiative at Yale University founded in 2021 with the mission to understand human cognition and explore human potential. Marking a strategic, cross-university investment by Yale, the Institute unites researchers, departments, and schools at 100 College Street, the Institute's home once it opens in summer 2023. The Institute stimulates research across disciplines such as biology, cognitive science, computer science, data science, engineering, neuroscience and psychology through funding mechanisms and access to state-of-the-art technology and resources. The Institute advances integrative and inclusive approaches to science through its fellowships and programming for faculty, students, and postdoctoral researchers across the Yale community.

Reporting to the Managing Director, the Senior Administrative Assistant is responsible for a range of functions that support Institute activities. The role prepares and initiates business transactions including travel arrangements, purchase requisitions, expense reports, purchase-card expenses. The role ensures smooth office functioning: maintaining, tracking, and ordering supplies and materials, coordinating shared calendars, updating file systems, overseeing facilities service requests, and collecting mail and packages. The role triages inquiries, initiates workflows, enters data, and generates reports in the customer relationship management platform. The role distributes, manages, intakes, and handles data from surveys and forms. The role plans and staffs events related to the Institute and its programs, assists with special projects, and performs other related duties as assigned. As a member of team, the role will have high touch interactions with faculty, staff, students and visitors. Candidates who provide a cover letter with their resume will be given priority consideration.

Candidates should draw from the “Position Focus” and “Required Skills” section of this posting for the specifics of the role; the “Essential Duties” reflect generic job responsibilities.


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 an administrative support role. Ability to prioritize and meet multiple deadlines, work independently and on a team, problem solve and resolve complex issues using good judgment, initiative, confidentiality, diplomacy, and professionalism. Well-developed written/verbal communication and interpersonal skills.


Required Skill/Ability 2:

Demonstrated proficiency with executing on financial transactions (e.g. ordering and vendor management).


Required Skill/Ability 3:

Demonstrated proficiency with managing complex calendars and scheduling meetings (e.g., Outlook, Zoom).


Required Skill/Ability 4:

Intermediate to advanced proficiency with MS Office (e.g. Word, Excel, PowerPoint, Outlook).


Required Skill/Ability 5:

Proven ability in accurate and timely data entry and handling.


Preferred Education, Experience and Skills:

Bachelor’s Degree. Experience working in a complex, fast-paced organization with a strong commitment to and track record of customer service. Conference and event planning skills. Knowledge of Yale University organizational units and software systems. Experience managing customer relation management software (e.g., Salesforce).


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


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