Job Description

Reporting to the Manager of Administrative Services, provide high level administrative support for assigned faculty members within the Department of Laboratory Medicine. Serve as key contact and support the execution of travel, events initiatives, projects and communications for several Leadership roles within assigned faculty. Maintain complex calendars, schedule and coordinate in person and virtual meetings and appointments. Review outgoing material for completeness, accuracy, dates, and signatures. Use of the University's electronic systems for expense management, travel booking, and placing orders with vendors. Prepare expense reports and reimbursements for assigned faculty and laboratory staff. Prepare all documents in accordance with Yale policy and procedures. Prepare requisitions and standing orders for faculty and labs in accordance with Yale policy and accurately resolve any related issues. May order stock and distribute office supplies, incoming and outgoing mail and packages. Provides administrative back up to Team when other administrative staff are out. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support. Additional responsibilities as needed.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.