Senior Administrative Assistant, OAPD

23-May-2024

Office of Academic and Professional Development

88162BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

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

Medical School Campus

Worksite Address

300 Cedar Street
New Haven, CT 06510

Position Focus:

Reporting to the Program Manager, the Senior Administrative Assistant provides confidential administrative and operational support for the Professionalism and Leadership team within the Yale School of Medicine’s Office of Academic and Professional Development. Working collaboratively as part of a team, the SAA will play a pivotal role in supporting the team's mission and initiatives to promote, develop, and ensure faculty professionalism, faculty leadership development, and the health and well-being of the faculty at the School of Medicine. This role requires a highly organized individual with exceptional communication skills and the ability to handle sensitive information with the highest degree of confidentiality and discretion. The SAA will collaborate with team members, provide support to the department’s programs and special projects, and contribute to the overall efficiency and effectiveness of the Professionalism and Leadership Team.

Key Responsibilities include handle sensitive and confidential information with discretion, maintaining a high level of professionalism and integrity. Ensure compliance with all relevant policies and regulations related to data protection. Coordinate and schedule complex meetings across YSM, YNHH, and/or with outside vendors or stakeholders.

Prepare and distribute meeting agendas, minutes, and action items. Manage and prioritize the department’s events and program calendar. Coordinate travel arrangements, including flights, accommodations, and itineraries. Draft and review correspondence, reports, and presentations for the team. Maintain OAPD’s office supply inventory, and order new supplies as needed.

Utilize Yale’s systems for team’s expense management, travel booking, vendor payments, purchase orders, and other financial processes as requested. Collect and manage receipts for team’s reimbursement, monitor reimbursement status, collaborate with the department’s business office for financial transactions, and prepare all documents in line with Yale’s policies and procedures.

Prepare Qualtrics surveys related to program evaluation and climate/culture assessments. Monitor Qualtrics faculty exit interviews. Monitor telephone and email inquiries from the YSM and university communities and the general public; re-direct inquiries per OAPD case-handling guidelines.

Assist in planning and coordinating logistics for leadership programs, workshops, and training sessions, which may be held on and off campus. Act as a liaison between the Professionalism and Leadership Team and internal/external stakeholders.

Support the team in managing various projects related to professionalism and leadership development. Assist in data gathering for quality improvement projects. Support the team with professionalism case data entry. Ensure accuracy and completeness of data entered; Adhere to OAPD standard operating procedures related to data entry case tracking. Conduct research in REDCap data base as requested.

Maintain and organize electronic and physical files, ensuring accessibility and compliance. Maintain and update all OAPD tracking spreadsheets and lists. Assist with pulling reports from Workday, REDCap, and other reporting systems. Gather, compile, organize, and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics, create slides or make changes to enhance PowerPoint presentations with graphics.

Facilitate communication within the team and across the organization. Collaborate with other administrative professionals to ensure seamless operations. Provide ad hoc support as needed, adapting to changing priorities and addressing unexpected tasks with efficiency.

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 ability to handle sensitive information with the highest degree of confidentiality.

Required Skill/Ability 2:

Demonstrated intermediate to advanced proficiency in computer support and reporting systems, with a focus on Microsoft Office Suite (particularly Outlook, Word, Excel, Teams, OneDrive, and PowerPoint) and other relevant tools. Demonstrated ability to use formulas, convert information into charts and graphs, manipulate data, and run reports effectively.

Required Skill/Ability 3:

Prior experience in an administrative support role. Advanced people skills as well as strong written and verbal communication skills.

Required Skill/Ability 4:

Ability to adapt to changing priorities and work effectively in a dynamic environment as well as the ability to work under demanding time constraints with accuracy and efficiency.

Required Skill/Ability 5:

Ability to have a creative and collaborative mindset and ability to work well within a team as well as demonstrated ability to work autonomously. Willingness to travel to other parts of campus, setting up for events. 

Preferred Education, Experience and Skills:

Advanced knowledge and or a background in human resources or faculty affairs support. Advanced knowledge and or background in an academic or clinical administrative environment. Familiarity with the Yale School of Medicine.

Physical Requirements

Ability to Lift 20lbs

Weekend Hours Required?

No

Evening Hours Required?

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