Senior Administrative Assistant, Yale School of Public Health

Senior Administrative Assistant

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The Senior Administrative Assistant will provide high-quality administrative assistance to faculty in a fast-paced environment which includes managing complex calendars, scheduling meetings, responding to and filing emails, and formatting correspondence, grants, manuscripts, and other materials for public dissemination. This position will sit in and provide support to The Center for Methods for Implementation and Prevention Science, with a focus on day-to-day office management, supply orders, processing of business expense reimbursements, check requests, and invoices, and follow up to ensure that reimbursements are accurate and timely. This position will be responsible for travel arrangements, including clearly communicating the details of the travel plans. Additionally, this position will assist the Center Coordinator with organizing and hosting special functions (e.g., seminars / special presentations) and other activities as needed.

Oversee and coordinate administrative and office activities. Establish, select, implement, and coordinate office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

Calendar management for the Faculty Director including scheduling and coordinating meetings and appointments; writing correspondence related to this scheduling; determining scheduling priorities.

Coordinate travel arrangements and provides administrative support to the Faculty Director, faculty, staff, students, and visitors as needed.

Order and maintain an inventory of supplies.

Processing credit card charges and out-of-pocket reimbursements; requesting Spend Authorizations (Travel and Study Participant Advances), Purchase Orders, Supplier Invoice Requests (check requests); setting up suppliers and Professional Service Contract Agreements (PSCA) for consultants.

Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assemble and arrange for necessary items.

Assist with the preparation of materials for grants, contracts, and budgets. Monitor expenditures and reconcile financial statements.

Format, review, and edit correspondence, reports, manuscripts, grants, and other material for completeness, compliance, dates, and signatures.

Provide editorial support for a journal / publication. Proofread and edit material for grammatical and factual accuracy. Track copy through various editing and production stages. Communicate with authors, printers, and others concerned with published work.

Greet visitors. Answer and screen telephone calls. Assesses the nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

Perform additional duties as needed.

Required Skills and Abilities :

1. Strong knowledge of public health.

2. Proven experience with administrative support for grant preparation.

3. Proven experience creating and delivering presentations and experience drafting communications. Proven intermediate skills with Microsoft Word, PowerPoint, and Excel, and Adobe Acrobat.

4. Strong problem solving, organizational, and analytical skills. Ability to work independently in a fast-paced and complex team environment with a positive attitude, with the ability to take initiative, maintain confidentiality.

5. Proven record of good attendance and punctuality. Ability to multitask effectively. Strong organizational skills to manage multiple projects, tasks, and deadlines simultaneously.

Preferred Skills and Abilities :

1. Masters Degree.

2. Proven experience working on research projects in public health.

3. Proven experience coordinating international travel.

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.