Administrative Assistant

Essential Duties

1.Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors.

Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual.

Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts.

Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures.

Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings.

Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements.

Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7.

Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff.

Performs additional functions incidental to office activities. 8. May perform other duties as assigned.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

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 upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Position Focus:

Reporting to the Administrative Manager of the Yale Cancer Center's Clinical Trials Office, this position will provide administrative support to the members of the Clinical Trials Office Leadership Team. This includes producing and editing correspondence and managing multiple Outlook calendars, arranging meetings, providing technical support for Zoom calls and serving as the point of contact for several locations of the Clinical Trials Office.

Additional responsibilities include assisting with the onboarding and offboarding of staff, creating and maintaining projects in Microsoft PowerBi, Word, Excel and PowerPoint, processing reimbursements, and acting as coverage for other administrative staff as needed.

The Administrative Assistant will also perform additional duties as needed. This position is hybrid and will require the incumbent to work onsite at minimum three days a week.

Preferred Education, Experience and Skills:

Bachelor's degree and two years work experience. Proven experience in an office setting.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.