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HERC Sr. Administrative Assistant in New Haven, Connecticut

  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.

Preferred Education:

References indicating excellent attendance, punctuality and reliability. Expertise with both Macintosh and PC operating systems. Proficiency with Yale applications, including Workday, SciQuest, eShipGlobal and Egencia. Familiarity with PubMed searches. Bachelor's Degree.

Preferred Education, Experience and Skills:

References indicating excellent attendance, punctuality and reliability. Expertise with both Macintosh and PC operating systems. Proficiency with Yale applications, including Workday, SciQuest, eShipGlobal and Egencia. Familiarity with PubMed searches. Bachelor's Degree.

Required Skill/ability 5: Demonstrated advanced proficiency with Word, Outlook, and Excel.

Posting Position Title: Senior Administrative Assistant

Required Skill/ability 3: Resourceful team player. Ability to adapt to a changing work environment in a growing department. Ability to use the latest software and hardware and to evolve with an ever-changing computer environment.

University Job Title: Sr. Administrative Assistant

Required Skill/ability 1: Ability to be self-motivated; take initiative and independently problem-solve while exercising sound judgment. Ability to multi-task, prioritize and meet demanding deadlines, demonstrating flexibility in handling assignments while maintaining accuracy and a high level of detail. Strong organizational and time management skills.

Required Skill/ability 4: Demonstrated ability to coordinate and arrange extensive multi-leg and multi-country national and international travel arrangements; assist with visa and passport applications and resolve issues.

Required Skill/ability 2: Well-developed interpersonal skills, including the ability to provide high level, service-oriented interaction with scholars, faculty, executives and staff. Ability to maintain absolute discretion with confidential information and materials. 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.

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