Senior Administrative Assistant

Overview

This Senior Administrative Assistant position is part time, 30 hours, 4 days a week onsite. The Grand Rounds Coordinator is responsible for the comprehensive planning, coordination, and execution of the Department of Psychiatry’s weekly Grand Rounds and named lectures. This role manages CME compliance, speaker logistics, scheduling, budgeting, honoraria, and on-site support. This role will also provide administrative support to the Yale Center for the Study of Tobacco Product Use and Addiction (YCSTP) by supporting daily administrative operations and serving as a key resource for faculty, staff, and students regarding policies, procedures, and office activities.

This position provides comprehensive administrative coordination for the Department of Psychiatry. Primary responsibilities include managing Psychiatry Grand Rounds, with oversight of CME compliance, speaker logistics, and honoraria processing, scheduling, and budget tracking. The role also provides administrative support to YCSTP investigators, overseeing daily program operations such as scheduling, procurement of study and laboratory supplies, equipment, and services, and ensuring employee training compliance for Yale University. Additional responsibilities include coordinating onboarding for new faculty and staff and providing offboarding support as needed. The position requires proficiency in Yale’s electronic systems for expense management, vendor setup, travel booking, and employee reimbursement processing.

Required Skills and Abilities

1. Demonstrated proficiency in an administrative support role.
2. Proficiency in Windows and Microsoft Office applications, including Word, Excel, Outlook (Calendar), PowerPoint and strong internet navigation skills.
3. Excellent written and verbal communication skills, including proofreading and editing, with the ability to communicate professionally and clearly.
4. Strong organizational skills with the ability to prioritize tasks, manage multiple responsibilities, and meet deadlines with accuracy and attention to detail.
5. Ability to work independently, exercise sound judgment, take initiative, anticipate needs, and solve problems effectively. Comfort handling confidential information and financial documentation.

Preferred Skills and Abilities

1. Bachelor’s degree. Prior experience with Yale policies, procedures, and systems. Experience with EHS, Concur, and Workday. Experience coordinating events or seminars.

Principal Responsibilities

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. Gets 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 Experience

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.

Job Details

• Job Category: Administrative Support
• Bargaining Unit: L34
• Compensation Grade: Labor Grade D
• Hourly Range: $31.83
• Time Type: Part time
• Work Model: On-site