Job Description

Serve as the first point of contact on behalf of Women’s Health Research at Yale (WHRY; Yale’s interdisciplinary center for the study of women’s health) for (a) faculty, staff, students, and administrators at Yale, (b) local, regional, and national community members and donors, (c) various non-profit agencies and foundations, and (d) the WHRY Advisory Council and their associated committees.Provide support for the center director, including scheduling meetings and travel, and ensuring all WHRY meetings are coordinated with the director’s schedule.Establish, implement, and coordinate office procedures with the approval of the director and under the supervision of the senior program manager.Maintain the center’s database and regularly update all entries.Prepare for all meetings, including responsibility for email and zoom invitations, agendas, and related materials. Attend all meetings, take meeting minutes, and ensure all attendees have access to minutes once completed.Coordinate correspondence for community outreach efforts as these relate to philanthropic and grant-related goals. Draft format, proofread, edit, and assemble substantive correspondence, reports, and other material. Review outgoing correspondence for completeness.Assist WHRY’s communication efforts in maintaining websites, social media sites, and other online and print communication platforms.Maintain regular contact with members of the center’s Society of Friends regarding center activities to ensure public awareness about women's health and the interdisciplinary research and other initiatives of WHRY.Greet visitors. Answer and screen telephone calls, assess nature of business and flow of business inquiries. Respond to requests for information and assistance.Screen and respond to electronic mail to the WHRY general account as well as postal mail services. comprehensive database.Coordinate all financial transactions received as gifts or reimbursements with the WHRY grants and finance administrator.Assist with the planning and coordination of events, which includes responsibilities such as creating and vetting invitation lists, selecting venues and caterers.Determine administrative, facility, and equipment needs for lectures, seminars, and conferences. Assemble and arrange necessary items, such as slides, handouts.Coordinate follow-up after each event in collaboration with the director and senior program manager. Provide clerical support for publication submissions and for associated documents, such as curriculum vitae. Proofread material for grammatical and factual accuracy. Track copy through various editing and production stages.Access scientific publications and related information through library resources, such as PubMed. Perform functions complementary to the center’s mission and office activities, including scheduling and coordinating travel, meetings, and appointments, taking minutes, ordering and maintaining inventory of supplies, being first line of technical support for office when appropriate Monitor office expenditures, provide support documentation, and reconcile the associated financial statements with the grants and finance administrator.Provide assistance and oversee the preparation of materials for grants and contracts.Perform additional functions incidental to office activities.Essential Duties1. 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 ExperienceSix 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:Demonstrated proficiency in an administrative support role. Demonstrated ability managing the calendar for a supervisor. Excellent computer skills for office productivity with intermediate to advanced proficiency with Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.