Senior Administrative Assistant

16-Apr-2024

Internal Medicine - General Medicine

86717BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

None - Not included in the union (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:

15

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:

Under the supervision of the Program Coordinator and exercising independent judgment and initiative, provide a high-level of administrate support to the National Clinician Scholars Program. Responsible for providing general administrative support to Program Directors, as well as for Clinician Scholars. Manage all aspects of Program’s academic calendar, including scheduling all classes and meetings, collecting, and posting syllabi and class materials, administering course evaluations, and providing AV support in classroom. Receive and direct Program visitors with a high level of professionalism. Responsible for coordination and planning Program events including securing room reservations and placing catering orders. Serve as a resource for Scholars, faculty, and staff on Program and University policies. Use appropriate electronic systems for processing of reimbursements and placing orders with vendors. Occasional early mornings and evenings required.

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:

Excellent oral and written communication skills. Demonstrative organizational skills. Proven ability in an administrative support role.

Required Skill/Ability 2:

Well-developed leadership, relationship building and customer service skills to facilitate effective working relationships among support staff.

Required Skill/Ability 3:

Proven ability to work independently, prioritize and meet deadlines; ability to multitask. Demonstrated strong attention to detail skills.

Required Skill/Ability 4:

Proven computer skills, including Microsoft Office, Outlook, Word, and Excel.

Required Skill/Ability 5:

Ability to manage a broad variety of tasks that have changing priorities while maintaining professionalism and confidentiality.

Preferred Education, Experience and Skills:

Web maintenance experience.

Weekend Hours Required?

Occasional

Evening 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