YCCI Senior Administrative Assistant

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The Senior Administrative Assistant, reporting to the YCCI Administrative Services Manager, provides essential administrative support across various teams within the Yale Center for Clinical Investigation (YCCI), ensuring smooth operations and efficient workflow. Responsibilities include but are not limited to maintaining complex calendars and administrative support for Center Directors, facilitating the statement of work submission process to generate purchase orders, submitting supplier invoice requests and honoraria payments, administrative support needs for YCCI committees, supporting event needs (such as catering requests, room reservations, technological coordination, day-of support, etc.),

assisting with expense reports, and supporting staff with administrative tasks. The role demands superior organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. This role also requires cross coverage amongst the YCCI Administrative Services team. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

This role requires an in-person presence on campus roughly three days per week to best support YCCI. Flexibility to work remotely will be possible, and weekly on campus presence will be determined based upon operational needs.

• 1. Organizational
  
  Skills:
  
  Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• 2. Communication
  
  Skills:
  
  Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• 3. Administrative Proficiency:
  Demonstrated experience in handling administrative tasks such as scheduling and other administrative support needs.
• 4. Customer Service:
  Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with a variety of groups.
• 5. Confidentiality and Judgment:
  Ability to handle sensitive information with discretion and exercise sound independent judgment.

• 1. Advanced Technology
  
  Skills:
  
  Familiarity with systems such as Workday, Epic, and other administrative or financial software.
• 2. Event Planning:
  Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
• 3. Higher Education
  
  Experience:
  
  Prior experience working in an academic or medical environment, supporting faculty, providers, and/or research staff.
• 4. Financial Management:
  Proven ability to manage financial transactions, including expense reimbursements.
• 5. Adaptability and Initiative:
  Ability to learn new technologies quickly, openness to learning and feedback, ability to adapt to changing work environments, and take initiative in a highly dynamic setting.

• 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,…