Faculty Administrative Support Assistant

12 Nov 2024

Vacancy expired!

Title: Faculty Support Administrative Assistant Location: New Haven, CT Duration: Direct Hire Schedule- M-F 8:30 AM- 5 PM Target Start Date: ASAP Responsibilities: Will provide high-level administrative support for faculty members. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for several Leadership roles.

Provide high-level administrative support.

Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.

Welcome, orient, and host visitors to campus. Responsible for specifics of itineraries, travel arrangements, and accommodations.

Prepare required forms and reimbursements.

Maintain complex calendars.

Schedule and coordinate in person and virtual meetings and appointments in multiple time zones. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement.

Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.

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.

Format, keyboard, edit, and proo a variety of material for grammatical and factual accuracy.

Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel.

Create slides or make changes to enhance PowerPoint presentations with graphics.

Use the University’s electronic systems for expense management, travel booking, and placing orders with vendors.

Use PubMed and other research/citation management sources to collect and manage faculty publication information.

Work closely with department’s business office in execution of all financial transactions.

Provide administrative support related to Institutional Review Board (IRB) requests, Human Investigation Committee submissions, and other aspects related to Research and Grants.

Prepare all documents in accordance with university policies and procedures.

As needed, assist with the coordination of logistics for events, conferences, seminars, and programs held on and off campus. 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 as necessary to maintain highest level of service and support. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Requirements:

Experience with Workday

Experience with Endnote and/or PubMed

Experience working in a medical school, academic, or hospital setting

Demonstrated experience coordinating travel arrangements and processing expense reports.

Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Attention to detail, organized and professional demeanor.

Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.

Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of staff with demonstrated outstanding organizational and customer service skills. Proven ability to draft, edit, and proo correspondence for content, style, and grammatical accuracy; excellent spelling, grammar, and prooing skills.

Demonstrated ability to handle a complex portfolio of work in an intensive multi-tasking environment.

Cover letter preferred

Joule, a System One division is a leader in specialized workforce solutions and integrated services. With more than 6,000 employees and roughly 50 offices throughout the U.S. we provide scientific, clinical, engineering, energy, IT, legal and administrative staffing services. For more than 40 years, we have delivered workforce solutions and integrated services to clients nationally.

System One, and its subsidiaries including Joulé, ALTA IT Services, CM Access, TPGS, and MOUNTAIN, LTD., are leaders in delivering workforce solutions and integrated services across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible full-time employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

Full-time
  • ID: #22647554
  • State: Connecticut New haven 06501 New haven USA
  • City: New haven
  • Salary: USD TBD TBD
  • Showed: 2021-11-12
  • Deadline: 2022-01-11
  • Category: Et cetera