Sr Admin Asst School Of Public Health

Essential Duties

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.

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 directly to the Manager of Administrative Services at YSPH and working in a team environment, the Sr. Administrative Assistant provides high quality administrative assistance including managing the complex calendars of various YSPH Faculty, providing classroom/teaching support, coordinating all phases of visitors and interns, proofreading papers and PowerPoint presentations, and SciQuest ordering for the department and research labs.

This position also coordinates all special functions for the department (e.g., seminars, faculty searches, special presentations) by planning and organizing to ensure all details are handled in advance, and orchestrating events so that functions run smoothly. This position is responsible for making travel arrangements as needed, clearly communicating the details of the travel plans, and following up to make sure reimbursements are accurate and timely.

This position is also responsible for transactional work including, but not limited to: processing high volume of P-Card charges and out of pocket reimbursements, requesting Spend Authorizations (Travel and Study Participant Advances), setting up purchase orders (PO-s), submitting Supplier Invoice Requests (check requests) and payment of Non-PO Invoices (OK to Pays). 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. 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. 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 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 material. Reviews outgoing material for completeness, dates, and signatures.

Composes substantive correspondence and written material. 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.

Preferred Education, Experience and Skills:

Familiarity with Yale systems including Workday, SciQuest, Egencia and e-Ship Global. Experience with Canvas would be a plus.

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.