Senior Administrative Assistant

23-May-2024

Pediatrics - Administration

88412BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

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

789 Howard Avenue
New Haven, CT 06519

Position Focus:

This position reports to the Supervisor for the section of Pediatric Pulmonary, Allergy, Immunology & Sleep. The primary responsibility of the position is to assist in managing the day-to-day office operations of the section while providing a high level of administrative support to attendings and advanced practice providers. This position will work cooperatively with other member(s) of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects and the improvement of work processes. This position will personally provide administrative assistance to faculty and staff by: supporting faculty members in the performance of their duties; managing calendars and schedules; identifying and solving problems; providing customer service support to new and existing patients and their families; heavy scheduling of patients; coordinating meetings and conferences; fellowship coordination; faculty recruitment; preparing correspondence; coordinating with other sections and departments on behalf of the faculty; crafting policies and guidelines; managing patient feedback and data; ordering materials; and effectively dealing with other tasks and/or issues as they arise. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments, and agencies.

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:

Demonstrated excellence in providing high-quality administrative support to organizational leaders, faculty and/or staff. Strong problem solving and organizational skills, to be verified by reference(s).

Required Skill/Ability 2:

Demonstrated proficiency in the daily use of Epic, Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.

Required Skill/Ability 3:

Demonstrated excellence while working in a team-oriented environment. Strong interpersonal, communication skills, to be verified by reference(s). Capacity and desire to learn new skills.

Required Skill/Ability 4:

Ability and desire to assist in managing the day-to-day office activities on behalf of the Section Chief. High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize and handle multiple tasks simultaneously. Strong personal initiative, to be verified by reference(s).

Required Skill/Ability 5:

Ability to manage multiple schedules, including but not limited to section event calendars, service/attending schedules and calendars for supported faculty members. Ability to coordinate all aspects of meetings and conferences, and to produce detailed minutes upon the conclusion of such events.

Preferred Education, Experience and Skills:

Proven experience in providing administrative support within a medical school setting is strongly preferred.

Weekend Hours Required?

Occasional

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