Job Description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

Under the direction of the Principle investigator and working in collaboration with the laboratory manager the successful candidate will support the Investigator and research staff in a wide range of administrative and laboratory associate duties. The need to exercise critical thinking, take initiative and use sound judgment based on experience is required in prioritizing and managing tasks, resolving problems, and making recommendations. Duties and tasks are complex in nature where considerable judgment, independent action and a high degree of initiative are required in resolving problems and making recommendations. Work is performed with a high level of autonomy with demonstrated ability to independently determine methods and procedures on new assignments. Perform duties in areas such as regulatory compliance, manuscript preparation and grant applications.

Principal Responsibilities:

·Provide administrative and lab technical support for 20 lab members

· Serve as a liaison between the laboratory and staff at all organizational levels to gather information and/or to provide requested information.

· Participate in, support and prioritize a wide range of projects. Initiate projects by determining tasks to be done, identify individuals needed, coordinate meetings, and distribute data as necessary.

· Coordinate research grant submissions, annual reporting and competing renewals. Track all related internal and external deadlines. Collect and submit required forms documenting the laboratory’s compliance with Federal and non-Federal grant requirements, including budgetary and regulatory assurances. Coordinate with the Office of Sponsored Research concerning extramural funding opportunities and submissions.

· Provide guidance to PI and lab manager regarding funding support for laboratory members and plan for transitions as necessary when grants or fellowships are obtained or will be ending.

· Coordinate orientation of all new lab members. Includes scheduling safety, animal and other required training sessions, arranging for email accounts, IDs and building access. Ensure all paperwork for HR and Payroll are prepared according to guidelines and submitted in a timely manner. May verify authorization to work within the U.S.

· Work with PI to coordinate all Associate appointments / re-appointments. Ensure accuracy in the overall process, including appropriate documentation for initial appointment, monitoring appointment end dates, timely submission of paperwork and work with the business office to ensure equity in salary determination.

· Coordinate requests for visas by working with employees, investigator, and visiting scholars

· Prepare and monitor material transfer agreements and scientific protocols

· Perform complex document preparation assignments. Compose, proofread, research, and compile letters and/or special reports. Review and edit written materials such as publications or manuscripts from draft form. Create documents from rough draft, format documents, proof and verify documents for accuracy.

· Coordinate the preparation of manuscripts for publication. Prepare figures and graphics for publications and presentations. Conduct PubMed searches.

· Prepare slides and presentations for meetings and publications

· Create and maintain laboratory files; research files to locate information in a timely manner; resolve any discrepancies. Gather and research data to create reports as needed by laboratory staff.

· Maintain the laboratory website

· Maintain multiple and complex office calendars. Schedule and coordinate meetings, activities of laboratory staff and visitors, conferences and special events. Coordinate activities between labs and other outside parties.

· Plan, schedule and coordinate business travel, arrange on and off campus meetings. Produce and distribute travel itineraries. Assist PI, laboratory staff, and visiting scholars with completing and submitting travel reimbursement and expense reports.

Required Skills and Abilities

1. Strong writing and research skills. Strong analytical skills, good judgment, and the ability to use critical thinking.
2. Strong computer skills, preferably on the Mac platform, including demonstrated proficiency with Microsoft Office applications and graphics programs such as PowerPoint and Photoshop. Advanced computer skills; proficient in Microsoft office suite.
3. Exceptional customer service skills, a cooperative attitude and a positive demeanor. Able to maintain confidentiality appropriately. Ability to meet deadlines Excellent organizational, time management, and decision-making skills. Ability to work both independently and collaboratively on a team. Builds trust and able to lead teams as necessary.
4. Ability to manage a variety of responsibilities at once. Ability to remain flexible and handle a variety of changing priorities. Ability to make independent decisions based on knowledge of individual and team members; ability to change methods of communication and interaction based on knowledge of individual and team members. Ability to maintain a high level of accuracy and discretion in preparing and handling information.
5. Able to prepare correspondence and complex reports in a style that is appropriate to the needs of the recipient. Ability to effectively communicate information and to diplomatically communicate sensitive information in a professional manner.

Preferred Skills and Abilities

1. Master’s preferred in a related field. Previous experience in the research and/or academic environment
2. Background in working with international and multicultural scholars with a high degree of cultural sensitivity.
3. Experience with Yale University computer systems and operations preferred.
4. Experience working in an academic or non-profit environment, with familiarity in handling diverse projects and stakeholders.
5. Actively seeks opportunities to increase skills and expertise and to increase efficiency and effectiveness in the job. Remains technically and administratively current in job.

Principal Responsibilities

1. Assumes primary responsibility for a program, service, activity, operation or function in an assigned area. Develops objectives, practice and procedure and identifies resources to ensure accomplishment of operational goals. 2. Coordinates day-to-day operations in order to achieve designated goals. Ensures effective management and leads the development and implementation of best practices. 3. Designs and implements quality control metrics to identify areas of risk. Analyzes, recommends, and implements strategic solutions to minimize risk. 4. Develops a variety of complex report and other written materials. 5. Provides guidance to and collaboration with internal and external partners as necessary. 6. Develops, oversees and monitors budgets. 7. Develops and maintains specialized training. 8. Performs other duties as assigned. Required Education and Experience Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.

Job Posting Date

10/13/2026

Job Category

Professional

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Salary Range

$65,000.00 - $101,000.00

Benefits

A general description of the benefits to be offered with this Managerial & Professional position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

On-site

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.