Senior Administrative Assistant, YSPH

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Reporting directly to the Manager of Administrative Services at the Yale School of Public Health (YSPH) and working in a team environment, the Sr. Administrative Assistant provides high-quality administrative support to an academic department, its department chair and faculty. Working in coordination with other departmental administrative support staff, this position will manage the complex calendars of the YSPH department and its faculty chair, coordinate all phases of visitors and guests, and process expense transactions, including Sci Quest ordering for department needs.

Faculty support may include assisting with classroom/teaching arrangements, proofreading papers, and preparing power point presentations.

• 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.
• 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.
• Greets visitors.
• Answers and screens telephone calls.
• Assesses the nature of business.
• Responds to requests for information and provides assistance.
• Screens and responds to mail.
• Formats, keyboards, proofreads, and edits correspondence, reports, manuscripts, and other material.
• Assembles attachments and corresponding materials.
• Reviews outgoing material for completeness, dates, and signatures.
• Composes substantive correspondence and written material.
• Performs additional functions incidental to office activities.

• Proven proficiency in an administrative assistant role including proficiency in Outlook calendaring with proven ability to manage complex calendars. Proven strong computer skills including intermediate skills with Microsoft Word, PowerPoint, and Excel.
• Demonstrated highly developed customer service skills including strong problem solving, organizational and analytical skills. Proven ability to work in a team environment with a positive attitude, with the proven ability to take initiative and work with little supervision. Proven record of good attendance and punctuality.
• Proven ability to write, format and proofread a variety of correspondence and reports. Excellent written communication skills, grammar and spelling with strong attention to detail. Strong verbal communication skills.
• Ability to coordinate travel arrangements (both domestic and international) and support meetings of all sizes. Experienced in organizing regularly scheduled seminars and events and managing logistics such as room scheduling, catering, equipment, and materials.
• Ability to multitask effectively with sound professional judgment.

• Proven experience with Yale systems and online forms including Workday, Sci Quest, World Travel, the Supplier Gateway and e-Ship Global.
• Proven experience with Workday Worksheets, Canvas and Endnote would be a plus.

• 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…