Sr. Admin. Assistant, Visiting Student Programs

Office of Medical Education - YSM Student Affairs -International Medical Student Education

73106BR

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

Work Location

Medical School Campus

Worksite Address

367 Cedar Street
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Position Focus:

This position provides a high-level of administrative support for the YSM Office of Global Health Education, OGHE Director and OGHE Associate Dean.  Using independent judgement to assess, prioritize and organize daily operations.  Manage internal and external communications, event coordination and high-level of software management.

Visiting Students Program – AAMC Visiting Student Learning Opportunities (VSLO/VSAS) - Application review, determine eligibility (able to review health records with minimal oversight), Schedule to elective departments (both outside VSLO and , track elective placements, notify applicants, confirm applicants, evaluation, elective verification and communications.  Visiting Student on-boarding, Orientation, Meet and Greet, track payments and refunds, visa Letters, student support.  System Management –  update elective requirements (as needed), manage incoming documentation for AAMC VSLO - Free Mover Applicants.  Manage OGHE partner site exchange students’ logistics to include, booking travel, housing, elective placement and event coordination.

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 Associates degree; or little or no work experience and a Bachelors degree in a related field; or an equivalent combination of experience and education.

Required Skill/Ability 1:

Demonstrated ability to manage competing priorities with self-motivation and sound judgement.

Required Skill/Ability 2:

Experience in maintaining and building relationships with stakeholders. Ability to demonstrate cultural sensitivity and work through language barriers.

Required Skill/Ability 3:

Experience working with confidential information.  Ability to problem solve in complex situations, using sound judgment.

Required Skill/Ability 4:

Strong computer silks including intermediate to advanced skill level with Microsoft Office Suite, scheduling software and email.

Required Skill/Ability 5:

Ability to act independently.  Strong ability to multi-task, take high level of initiative and identify and resolve problems as a member of the team.  Strong organizational skills with attention to detail and the ability to effectively meet deadlines.
Ability to be flexible with change.

Preferred Education, Experience and Skills:

Prior experience in an administrative support role.

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

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

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Note

Yale University is a tobacco-free campus