Sr Admin Assistant

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Overview

This position reports to the Integrated Neuroscience and Physiology Business Office and requires the ability to exercise judgement and initiative, to demonstrate strong attention to detail while multitasking in a fast-paced research environment.   This position is located in 100 College Street in support of an assigned group of faculty.  It is currently temporary with a 12 week period, all onsite work.

 

This position will be focused on several tasks for their assigned faculty including:

·         general administrative support (including mail distribution, order of supplies, answering phones and triaging requests for information)

·         pre-award grant support (preparing grant / contract applications, composing, and editing documents (e.g., biosketches, CV’s, other support documentation) reviewing and regulatory guidelines and ensuring all application guidelines and deadlines are met)

·         classroom, meeting and seminar management (communication of invited speakers, setting up venue and ensuring delivery of catering, if applicable).

·         travel arrangements (organizing the specifics of itineraries, travel arrangements, and/or accommodations; provide extensive meeting coordination, follow-up, tracking, and managing agendas, reimbursements)

Required Skills and Abilities

1. Proven ability in an administrative support position.  Excellent computer skills including intermediate to advance proficiency in Work and Excel.  Ability to quickly transition to new software and computer systems. 

2. Accuracy and attention to detail and excellent proofreading skills.

3. Excellent interpersonal skills.  Excellent written and oral skills.  Excellent attendance and punctuality records

4. Ability to plan, organize and manage a large volume of work in a complex, fast-paced environment.  Works well under pressure.  Ability to prioritize, multitask and effectively management multiple deadlines.

5. Excellent time management skills.  High level of organization.  Demonstrated thoroughness and follow-through in execution of tasks.

Preferred Skills and Abilities

1. Prior experience with grant applications.  Prior experience in coordinating travel, meetings and conferences.

2. Prior experience in coordinating travel, meetings and conferences.

3.  Workday expense management experience

Principal Responsibilities

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.

Job Posting Date

09/14/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$0.00

Time Type

Full time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

On-site

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.