Job Description

Reporting to the Associate Dean for Health Equity Research, the Sr. Administrative Assistant provides high quality administrative assistance in the fast-paced and deadline-oriented Office of Health Equity Research. This position requires knowledge of university and departmental policies and procedures; ability to use independent judgement, initiate and complete tasks with minimal supervision; ability to multi-task in a fast-paced environment, work within a team structure and have good interpersonal skills in daily interactions with faculty, staff, students, donors, high profile guests, and university officers. The Senior Administrative Assistant will be a self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. They will consistently provide a high degree of executive office professionalism and maintain confidentiality/discretion in all matters of the Office. They will embed as a fully participating member within the larger research team, participating in on- and off-site meetings, events, and retreats. They will serve as a key contact and support the execution of meetings, travel, events, initiatives, projects, and communications for several leadership roles.Primary duties include: Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments in multiple time zones with strong calendaring skills. Coordinate and book detailed and complex travel, both domestic and international. Schedule and coordinate logistics with multiple department interfaces including researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Welcome, orient, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations. Prepare required forms and reimbursements. Provide procurement/financial support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Thorough knowledge of Yale forms, policies and procedures. Ensure facilities and office machines are maintained as needed. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. May order, stock and distribute office and kitchen supplies, and incoming and outgoing mail and packages. Perform back-up support and additional duties incidental to office activities as necessary to maintain highest level of service and support.