Serve as the first point of contact on behalf of Women's Health Research at Yale (WHRY) to (a) faculty, staff, students, and administrators at Yale, (b) local, regional and national community members and donors, (c) various non-profit agencies and foundations, and (d) the WHRY Advisory Council and their associated committees. Maintain the director's schedule, including all meetings and travel, and schedule all WHRY meetings in coordination with the director's schedule. Prepare and distribute agendas and related materials for all meetings, attend all meetings, take meeting minutes, and publish the minutes on WHRY intranet web site. Maintain the center's database and regularly update all entries. Coordinate correspondence for community outreach efforts as these relate to philanthropic and grant-related goals. Maintain regular contact with members of the center's Society of Friends regarding center activities to ensure public awareness about women's health and the interdisciplinary research initiated and supported by WHRY. Essential Duties 1. Coordinate administrative office activities, and provide support for the director. Establish, implement, and coordinate office procedures and systems with the approval of the director and under the supervision of the program manager. 2. Serve as the first point of contact for those at Yale and for those in the local, regional and national communities on WHRY policies, procedures, and programs. 3. Greet visitors. Answer and screen telephone calls, and assess nature of business and flow of business inquiries. Respond to requests for information and provide assistance. Screen and respond to electronic mail to the WHRY general account as well as postal mail services. 4. Maintain and regularly update the center's comprehensive database. 5. Draft format, proofread, edit and assemble substantive correspondence, reports, and other material. Review outgoing correspondence for completeness. 6. Coordinate all financial transactions received as gifts or reimbursements with the WHRY grants and finance administrator. 7. Assist with the planning and coordination of events, which includes responsibilities such as creating and vetting invitation lists, selecting venues and caterers. 8. Determine administrative, facility, and equipment needs for lectures, seminars, and conferences. Assemble and arrange necessary items, such as slides, handouts. Coordinate follow-up after each event in collaboration with the director and program manager. 9. Provide clerical support for journal and grant submissions and for associated documents, such as curriculum vitae proofreading material for grammatical and factual accuracy. Track copy through various editing and production stages. Access scientific publications and related information through library resources, such as PubMed. 10. Perform additional functions incidental to office activities, including coordination of travel arrangements, scheduling and coordinating meetings and appointments, taking minutes, ordering and maintaining inventory of supplies. Monitor office expenditures, provide support documentation, and reconcile the associated financial statements with the grants and finance administrator.
Posting Position Title: Senior Administrative Assistant
University Job Title: Senior Administrative Assistant
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Proven proficiency in a senior level administrative support position. Demonstrated high proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint and mail merge. Proven ability to use database systems for complex reporting and tracking, Prior proficiency manipulating data and running reports.
Required Skill/ability 2: Demonstrated exceptional customer service skills with a variety of individuals, must show outstanding initiative to provide customer service in all aspects of the organization. Must be able to present at all times as a professional representative of the center.
Required Skill/ability 3: Demonstrated problem-solving ability and a level of independence that supports the work effort of the Center with limited staff and a high volume of activity. Demonstrated ability with financial transactions (e.g. expense reimbursements and reports), and proficiency with numbers and financial reporting.
Required Skill/ability 4: Strong attention to detail with superb organizational ability. Strong written and verbal communication skills. A writing sample will be requested at time of interview. Excellent
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.