Sr. Administrative Assistant - Research; BR
Listed on 2026-02-06
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Administrative/Clerical
Healthcare Administration, Office Administrator/ Coordinator, Education Administration, Administrative Management
Research Res Support, Research/Support, Secretarial
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Medical School Campus
Work Model
Hybrid
Position Focus:
* This position currently works a hybrid schedule with a minimum of three days on campus. Candidate must be flexible to work on campus more than three days per week as needed.
* This position will deliver comprehensive administrative and clerical support to assigned research faculty and staff at 300 George Street, New Haven, CT. Responsibilities include but are not limited to: coordinating academic and business activities within the research areas, providing research administrative assistance, preparing documents, managing manuscript submissions, maintaining biosketches and CVs, and gathering and assisting with the preparation of research and grant submission materials.
Additional duties as assigned.
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 computer skills in both the Apple and Windows environment, and intermediate skills in Microsoft Word, Excel, PowerPoint, Outlook and large information systems.
Required Skill/Ability 2:
Demonstrated excellence providing high quality administrative support including expense management, travel arrangement, and strong problem solving and organizational skills.
Required Skill/Ability 3:
Proven excellent communication and interpersonal skills and ability to interface with many others within the organization and externally.
Required Skill/Ability 4:
Ability to manage a broad variety of tasks and shifting priorities in a changing environment with careful attention to detail with demonstrated initiative.
Required Skill/Ability 5:
Proven experience managing and maintaining deadlines. Ability to multi-task in a fast paced environment.
Preferred Education,
Experience and Skills:
Proven experience working with academic faculty in a research laboratory setting. Familiarity with grants submissions and supporting documentation. Proven experience with Workday, NIH Commons, Pub Med. Proven experience with spend…
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