Provide administrative support and oversight to the Research Division and administrative assistance to the Director of Research within the Department of Ophthalmology & Visual Science. Schedule and attend meetings, distribute agenda materials, record minutes, and summarize, distribute and file materials. Greet visitors, screen phone calls, and serve as a general source of information to students, faculty, and visitors regarding policies, procedures and office activities. Schedule seminars, meetings, retreats, lunches, and other events and make travel arrangements for speakers, and other faculty as needed. Order and maintain inventory of office supplies, and office machines. Order and maintain departmental and laboratory equipment and supplies. Provide administrative support for federal and other grant proposal preparation and development, including entry of records online and submission of proposals, formatting bio sketches, and supporting submission of progress reports. Prepare recruitment, hiring, and travel documents for faculty, students, and fellows. Assist faculty in preparing protocols and registrations in accordance with university and government regulations.
Posting Position Title: Senior Administrative Assistant
University Job Title: Sr. Administrative Assistant
Work Week: Flexible or Non-Standard (for anything other than Standard)
Required Skill/ability 1: Strong organizational skills with the ability to balance several competing tasks and deadlines simultaneously.
Required Skill/ability 2: Demonstrated ability in administrative support skills. Working knowledge of Microsoft Word, Outlook, and Excel.
Required Skill/ability 3: Ability to work independently as well as part of a team in achieving goals with a strong focus on customer service both within the department as well as externally.
Required Skill/ability 4: Working knowledge of pre-award requirements for grant submission in higher education.
Required Skill/ability 5: Strong verbal and written communication skills; strong written English skills with ability to proofread and edit documents for grant submission.
Preferred Education, Experience and Skills: Knowledge of I Expense and reimbursement processing, Knowledge of Sponsored Project Administration in a University setting. Experience with Yale Proposal Development System (PD).
Required Licenses Or Certifications:
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.