"Chief of Staff/Executive Assistant - Stephen & Denise Adams Center for Parkinson’s Disease Research"

Overview

Under the direction of the Director of the Stephen & Denise Adams Center for Parkinson’s Disease Research, this position will serve as a senior aide with responsibility for managing the flow of people and information through the Director’s office and representing the Director’s interests through contact with other Yale offices and departments, Yale-New Haven Hospital offices, other institutions, YSM department chairs, faculty, staff, students, alumni, and regional, national and international visitors.

Provides executive level administrative support including scheduling all meetings for the Director with highest efficiency and cordiality. Assisting the Director with federal and foundation grant applications and progress reports. This includes uploading documents into online web portals, updating biosketches, publications, and OS in coordination with the finance manager. Organizing symposiums, conference/talks series, logistics for invited speakers. Organizing fundraising events. The position will also manage and facilitates events with responsibility for delegating and organizing tasks associated with a wide variety of events and celebrations, allowing the department to connect, build the brand, share information, and build relationships. Center communications including website, news, posters, flyers, social media, talks announcements and invites, reminders. The position is responsible for managing communications flow for the Director to the Department, University, and Public including announcements, invitations, calendar updates and websites. Responsible for coordinating between the department and donors to ensure high level communication and support. Will prepare regular departmental progress reports and annual review of the department. Coordinating one complex patient visit per month that may involve scheduling visits with multiple providers to see the patient on the same day/s; international patients; etc. Booking travel, hotel, logistics for the Director. Oversees and coordinates program activities as directed, including management of new faculty onboarding and support, information systems. In addition to the Director, this position will directly manage/coordinate administrative staff in the Center and in the Neurology Department. May perform other duties as assigned.

Required Skills and Abilities

1. Demonstrated ability with scheduling/calendar management, event coordination, Coordination of travel arrangements.
2. Superior interpersonal skills. Proven ability to represent the Department well while working collegially with peers and colleagues within and outside the University. Ability to deal with complex issues, crises, and sensitive situations with discretion and proven problem-solving skills. Highly developed oral and written communication. Proven ability to synthesize complex ideas and translate into language that is accessible for all audiences. Ability to craft messages from the Chair.
3. Excellent computer skills: Strong skills with Zoom (meetings, break out rooms etc). proficient using MS Word, Excel, PowerPoint. Ability to assist with the design of promotional and informational materials.
4. Possess sound independent judgment, intuition, and common sense with excellent attention to detail and the ability to prioritize and handle a complex portfolio of work in an intensive multi-tasking environment.
5. Demonstrated ability to provide a high level of administrative support and oversee and coordinate program activities, ability to design and implement policies, procedures, and systems to enhance office production and efficiency, including tracking systems for workflow. Ability to manage projects, committees and events with the ability to organize and delegate tasks.

Preferred Education, Experience and Skills

Bachelor’s Degree and demonstrated experience in senior level academic administration or comparable executive setting with two or three years of administrative professional experience. Proven experience overseeing the work of others. Proven experience uploading grants to NIH system. Proven experience managing/supervising others. Proven experience leading onboarding of others (access, visas, lodging, hardware etc).

Principal Responsibilities

1. Supervises the administrative functions of the office with responsibility for the training and development for a minimum of two full time staff members.
2. Ensures communication with various projects and initiatives in a timely and efficient manner. Researches information on a wide variety of topics and events requiring contact with university officials, faculty, etc. Prepares and contributes to the preparation of reports, briefings, presentations and responses on strategic initiatives as appropriate.
3. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality.
4. Reads through various contracts/agreements, summarizes key terms, and tracks compliance with those terms.
5. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office production and efficiency.
6. Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials.
7. Conducts budgetary and cost analyses on office activities. Supervises financial activities and develops systems for tracking expenditures. Reviews and reconciles administrative budget and prepares and monitors financial data.
8. Manages calendars and prioritizes activities. Ensures calendar flexibility.
9. Ensures meeting materials, presentations, speeches, etc. are prepared in advance and that preparations for all future calendar events are on schedule.
10. Oversees the coordination of events and special projects for the office.
11. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and three to five years of related work experience or an equivalent combination of education and experience.