Sr Admin Asst General Counsel Office of General Counsel - Deputy General Counsel 87538BR University Job Title Senior Administrative Assistant (*) Bargaining Unit Excluded - Excluded (Yale Union Group) Time Type Full time Duration Type Regular Compensation Grade Labor Grade D Wage Ranges Click here to see our Wage Ranges Searchable Job Family Secretarial Total # of hours to be worked: 37.5 Work Week Standard (M-F equal number of hours per day) Work Location Central Campus Worksite Address 2 Whitney Avenue New Haven, CT 06510 Work Model On-site Position Focus: The Division of the Vice President and General Counsel comprises four offices, the Office of General Counsel (OGC), the Office of Institutional Compliance and Enterprise Risk Management (ICERM), the Office of Federal Relations (OFR) and University Governance (UG). OGC provides legal counsel, representation, and oversight of work on the wide range of legal matters affecting Yale University and its component organizations. ICERM coordinates the University’s compliance, privacy, and risk management efforts and directs a comprehensive enterprise risk program. OFR coordinates the University’s federal relations efforts. UG supports the governance functions of the University. This position supports the administrative needs and office activities of the Division, while providing direct support for the risk management, privacy and real estate law areas. Responsibilities will include: <ul> <li>Initiate and track payments of all insurance premium and claims invoices</li> <li>Record cash sales regarding insurance reimbursement checks</li> <li>Update risk management information system with claim data</li> <li>Update quarterly claims review reports with financials</li> <li>Monitor general department email box-route and respond to emails accordingly</li> <li>Maintain department net docs account—add and manage documents related to insurance policies, waivers, certificates of insurance, claims and Youth Program forms</li> <li>Gather and sort mail</li> <li>Maintain and order supplies – stock supply room and both kitchen areas</li> <li>Conduct background checks for the minors’ program (youth programs and minors in labs) as well as contractors</li> <li>Administer RServing training account and respond to requests for access</li> <li>Processing expense reimbursements</li> <li>Scheduling meetings</li> </ul> Essential Duties 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. 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. 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. Required Skill/Ability 1: Proven proficiency in an administrative support role. Demonstrated ability to work independently and as part of a team. Required Skill/Ability 2: Excellent computer skills including intermediate to advanced skills with Microsoft Word, PowerPoint, Excel and Outlook. Proven ability to schedule meetings using Outlook. Required Skill/Ability 3: Ability to maintain a high degree of confidentiality. Required Skill/Ability 4: Well-developed organization and time management skills. Required Skill/Ability 5: Well-developed oral and written communications skills. Preferred Education, Experience and Skills: Bachelor's degree. Demonstrated experience with database management software (e.g. netdocs). Demonstrated experience with claims management information systems. Proven experience working in a law office. Proven experience working for an insurance agency or insurance company. Drug Screen No Health Screening No Background Check Requirements All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website. COVID-19 Vaccine Requirement The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here: https://covid19.yale.edu/health-guidelines Posting Disclaimer The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments. EEO Statement: University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran. Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA). Note Yale University is a tobacco-free campus