Senior Administrative Assistant

Yale Cancer Center Administrative Support

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, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Reporting to the Administrative Services Supervisor, this position provides a high level of administrative and clerical support to the Yale Cancer Center. Under limited supervision and exercising independent judgment and initiative, assist with coordination of academic and business activities related to travel, reimbursements, procurement, meeting and event coordination. Provides backup support to other administrative office staff as necessary. May perform other duties as assigned.

Required

Skills and Abilities

1. Ability to take initiative, anticipate actions needed, and use independent judgment. Ability to recognize and address urgent priorities, and take steps to resolve problems independently. Ability to prioritize to meet deadlines and follow schedules. Excellent follow up skills. Ability to adapt in unpredictable peaks in workload.

2. Ability to type, format, and proofread a variety of correspondences and reports. Ability to provide clerical functions such as copying, faxing, mailing, etc. Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment.

3. Strong communication skills, included demonstrated ability to communicate both orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Strong customer service skills. Demonstrated attention to detail. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information

4. Excellent computer skills including intermediate ability or higher with MS Word and Excel. Ability to create slides and make changes to PowerPoint presentations. Demonstrated experience with Outlook calendaring in a professional environment is preferred. Ability to schedule and facilitate Zoom virtual meetings.

5. Ability to arrange travel, including flights, hotels and car rentals. Prior experience with facilitating room scheduling, catering, equipment and materials for seminars or events is preferred. Proven ability processing expense reimbursements, budget preparation, and financial reporting preferred.

Principal Responsibilities

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.

Compensation Grade Profile Hourly Range $31.83

Time Type Full time

Duration Type Staff

Work Model On-site

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…