Senior Administrative Assistant Int Med Education

19-Jan-2024

Internal Medicine - Administration

85966BR

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

Administration

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

330 Cedar Street
New Haven, CT 06510

Position Focus:

Reporting to the Manager of the Chair’s Office and exercising sound, independent judgment, and initiative in a fast-paced and demanding work environment, provide executive-level administrative support.  This position supports the Vice Chair for Education and Academic Affairs and the Vice Chair for Diversity, Equity and Inclusion. On behalf of the Department, oversees and coordinates all administrative, program, and office activities relating to Education and DEI. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities relating to Education and DEI. Plans and determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Coordinate event logistics including invitation management, communications space, audio-visual, facilities, catering, transportation and required follow-up. Greets & hosts visitors. Manage travel arrangements and logistics for guests. Monitors expenditures and reconciles financial statements.

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 strong verbal and written communication skills with a high level of attention to detail. Demonstrated ability in an administrative assistant position.

Required Skill/Ability 2:

Proven organizational skills with the ability to meet deadlines with excellent follow through and attention to detail. Demonstrated computer skills, particularly with Microsoft Word, Excel, PowerPoint, and Outlook. Ability to format and present data and reports. 

Required Skill/Ability 3:

Proven ability to maintain professionalism and confidentiality.

Required Skill/Ability 4:

Proven ability to work in a team-based environment and take direction as needed with the ability to take initiative and work independently.

Required Skill/Ability 5:

Demonstrated professional demeanor to interact with faculty, staff, administration, and scholars.

Preferred Education, Experience and Skills:

Ability to correctly and efficiently complete online University forms and entries into University electronic systems including Workday, SciQuest, Egencia, and e-ship.

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