Sr. Administrative Assistant

Position Focus :

Yale School of Nursing (YSN) is seeking a Sr. Administrative Assist, Research to join a dynamic and growing Office. YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways.

The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)! Photo Gallery Tour Yale West Campus

Reporting to the Director for Research Activities, provides a high level of confidential administrative and pre-award support within the Office of Research.

In all work, supports YSN diversity and inclusion values and commitments.

A cover letter is required with this application.

Provide high-level support to the Office of Research, including calendar management, travel arrangements, both domestic and international and the preparation and submission of expense reports.

Supports Pre-Award and Post-Award activities for the Yale School of Nursing. Assists in the review of routine sponsored project documents for accuracy, appropriateness, and compliance.

Consults with appropriate staff on any exceptions to University policy.

Manages the YSN grants email box and assists with external communication efforts including maintenance of the OOR website, and distribution of funding announcements and newsletters.

Provides high level customer service and maintains strong working partnerships with faculty, Principal Investigators, sponsors, OSP, and other key stakeholders.

Works seamlessly with the Business Office and other YSN departments.

Compile data for grant reporting and generate reports as necessary. Utilizes appropriate University and sponsor electronic systems to track, submit and / or report sponsored projects activity effectively and accurately including Just in Time requests and Other Support information.

Assist faculty and students in research-related activities.

Maintain databases. Compile statistical or other data from spreadsheets or databases.

Process expenses and financial transactions.

Prepares PowerPoint presentations, meeting agendas, record meeting sessions and meeting minutes as needed.

Participates in the development of resources, training, and communication of sponsored projects activities.

Maintain confidential files, including faculty and student files.

Serves as source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

Coordinate meetings and conferences including reserving rooms, ordering food and equipment needs. Coordinate travel arrangements, including schedules and accommodations for visitors and faculty.

Travel may be required to set up / coordinate event tables at Research events and assist the YSN Research Director and Research Deans.

Perform additional functions incidental to office activities, including but not limited to ordering material / supplies, photocopying, faxing, posting / distributing mail and preparing overnight mail.

Serve as a back-up to the Financial Assistant as needed. May perform other duties as assigned.

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.

Required Skill / Ability 1 :

Proven proficiency in a designated administrative support position. Demonstrated proficiency with processing expense reimbursements, handling travel arrangements, coordinating meetings and conferences, and managing calendars in an administrative support role.

A cover letter is required with this application.

Required Skill / Ability 2 :

Well-developed analytic, written / verbal communication and interpersonal skills, and ability to respond in a constructive and timely manner.

Demonstrated organizational skills, ability to work under pressure with interruptions and ability to multi-task. Candidates who provide a cover letter will be given priority consideration.

Required Skill / Ability 3 :

Ability to regularly exercise good judgment and initiative on non-routine matters. Ability to be resourceful, thorough, accurate and proactive.

Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion.

Required Skill / Ability 4 :

High level of proficiency in Windows environment : MS Word, Excel, PowerPoint; Outlook. Ability to prioritize work, handle complex or multiple work assignments, achieve high quality outcomes, meet deadlines and effectively solve problems independently, as well as part of a team.

High level of personal motivation, combined with flexibility and adaptability.

Required Skill / Ability 5 :

Excellent attendance and record of reliability.

Preferred Education, Experience and Skills :

Familiar with Yale University systems. Proven experience with grants. Knowledge of Yale's IRES grants and contracts system.

Prior experience updating web pages.

Drug Screen

Health Screening

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

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 :

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.