MB and B - FAS Admin

83517BR

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

266 Whitney Avenue
New Haven, CT 06511

Position Focus:

Under the supervision of the Faculty and Academic Support Manager, the Faculty Support Assistant provides high-level administrative and customer service to multiple MB&B faculty members and their lab members in support of their demanding academic, scientific research, and administrative activities. With minimal supervision, the Faculty Support Assistant will be responsible for: processing Yale credit card (P-Card) transactions, expense reports (ERs) and reimbursements; calendaring; coordinating domestic/international travel; maintaining faculty biosketch / curriculum vitae (CV); coordinating research faculty, postdoctoral, and postgraduate recruitment, appointment/reappointment and visa paperwork; coordinating scholar visits including the organization of meetings and lunches with faculty/lab staff, reimbursements and other related events; as a member of the MBB Business Operations, work closely with Business Office financial team in the completion of financial transactions., providing communication and support for day-to-day activities for the faculty members and their lab groups; ordering/maintaining equipment and supplies within the labs in conjunction with lab members; creating and processing detailed expense reports. Other duties may include supporting the department Chair’s Assistant with additional tasks, special projects, or assigned responsibilities as requested. This position may require travel to and from the medical and central campus to execute duties, support faculty, attend meetings, and escort visitors.

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:

Demonstrated high-level administrative support skills. Ability to multi-task effectively under pressure with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadline. Ability to follow schedules and prioritize work to meet deadlines at once. 

Required Skill/Ability 2:

Ability to communicate verbally and in writing in a clear, concise, pleasant, grammatically correct and professional manner. Proven ability to work independently and with others in a team environment. Excellent customer service skills. Trustworthy in handling confidential matters.

Required Skill/Ability 3:

Proficiency in Microsoft Office Word, Excel, PowerPoint, Outlook, and other web- based calendaring. Excellent proofreading and editing skills.

Required Skill/Ability 4:

Ability to adapt to and evolve with the ever-changing technological environment. Willingness to remain up to date with relevant new software programs and web management techniques. Ability to navigate websites and social media platforms.

Required Skill/Ability 5:

Ability to think strategically and independently problem solve through research and due diligence prior to escalating issues to the Faculty and Academic Support Manager.

Preferred Education, Experience and Skills:

Bachelor’s degree. Previous experience working in an academic environment; Demonstrated faculty support skills. Ability to coordinate postdoctoral/postgraduate and research faculty recruitment, academic appointment, and visa processes proactively and independently.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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