Administrative Assistant (87764BR)

University Job Title

Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Business Operations, Secretarial

Total # of hours to be worked:

• 5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

300 George Street

New Haven, CT 06511

Work Model

Hybrid

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.

Essential Duties

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.

Required Skill/Ability 1

Excellent interpersonal skills, including ability to interact well with others both in person and phone/Zoom. Proven ability to deal effectively, professionally, and tactfully with a wide variety of people, via telephone, email and through written correspondence.

Required Skill/Ability 2

Excellent oral and written communication skills. Strong sense of service and responsiveness to internal and external requests and needs.

Required Skill/Ability 3

Strong organizational skills. Ability to prioritize work, handle multiple work assignments. Ability to organize and report data.

Required Skill/Ability 4

Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion. Excellent attendance, reliability, and punctuality so as to ensure office continuity.

Required Skill/Ability 5

Proficiency with MS Word, Excel, PowerBi, PowerPoint, Outlook, and database software.

Preferred Education, Experience And Skills

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

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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.

COVID-19 Vaccine Requirement

Required

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:

https://covid19.yale.edu/health-guidelines

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.

EEO Statement

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus