Senior Administrative Assistant 2

Yale University•New Haven, CT

38d•$35•Onsite

About The Position

Reporting to the Chief of Staff, provides a high level of administrative and clerical support to the Yale Cancer Center Director and oversees Yale Cancer Center (YCC) front office administrative functions. Under limited supervision and exercising independent judgment and initiative, assists with the coordination of academic and business activities related to travel, reimbursements, procurement, grant preparation, meeting and event coordination. Provides backup support to other administrative office staff as necessary. May perform other duties as assigned.

Requirements

Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.
Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail.
Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.
Ability to handle sensitive and confidential information with discretion and professionalism.
Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.
Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Nice To Haves

Proven proficiency in an administrative support role. Proven ability to type, format, and proofread a variety of correspondences and reports. Ability to provide clerical functions such as copying, faxing, mailing, etc. Proven experience providing support to senior leadership (Executive/Director level or higher).
Intermediate proficiency or higher in MS Word and Excel. Proven ability to create slides and make changes to PowerPoint presentations. Demonstrated ability with Outlook calendaring. Strong ability to schedule and facilitate Zoom meetings. Ability to correctly and efficiently complete online University forms and entries into University electronic systems.
Strong communication skills, included demonstrated ability to communicate both orally and inwriting in a clear, pleasant, grammatically correct, and professional manner. Strong customer service skills.
Demonstrated sound decision-making and judgment skills; excellent attention to detail. Ability to maintain high degree of professionalism and maintain confidentiality with sensitive information. Strong organizational skills to manage multiple tasks simultaneously in a fast-paced environment. Proven initiative and follow through to work independently under pressure.
Demonstrated experience arranging travel, including flights, hotels and car rentals, in a professional capacity. Demonstrated ability to facilitate room scheduling, catering, equipment and materials for seminars or events. Proven ability processing expense reimbursements.

Responsibilities

Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees.
Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending.
Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate.
Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department.
Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up.
Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.
Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams.
Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office.
Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
May perform other duties as assigned.