Job title: Senior Administrative Assistant
Company: Yale University
Job description: 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.
Duration Type
Regular
Work Week
Standard (M-F equal number of hours per day)
Drug Screen
No
Health Screening
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.
Searchable Job Family
Administration
External Gateway Posting Date
19-Feb-2024
Total # of hours to be worked:
37.5
Position Focus:
Reporting to the Administrative Supervisor, will provide high level administrative support for faculty members in the Department of Internal Medicine. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for several Leadership roles. Provide high-level administrative support. Serve as principal source of information on policies, procedures, and office activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments. Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Review outgoing material for completeness, accuracy, dates, and signatures. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel. Use the University’s electronic systems for expenses management, travel booking, and placing orders with vendors. Prepare all documents in accordance with university policies and procedures. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. Determines and arranges administrative, facility and equipment needs to meetings and conferences. Process financial transactions ( such as expense reports, reimbursements, and others) and accurately resolves any related issues. May order, stock and distribute office supplies, and incoming and outgoing mail and packages. Provides administrative back up to colleagues when other administrative staff are out. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support.
Preferred Education, Experience and Skills:
Knowledge of EPIC and other protected patient information a plus but not required. Knowledge of University systems including Workday, SciQuest, Zoom, Qualtrics, etc. Experience supporting academic faculty. Experience supporting medical professionals.
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.
Compensation Grade
Labor Grade D
Bargaining Unit
L34 – Local 34 (Yale Union Group)
Supervisory Organization
Internal Medicine – Digestive Diseases
Time Type
Full time
Required Skill/Ability 1:
Demonstrated ability to handle a complex portfolio of work in an intensive multi-tasking environment. Demonstrated ability to take initiative, anticipate actions needed, and use independent judgment.
Required Skill/Ability 2:
Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Excellent follow up skills. Attention to detail, organized and professional demeanor.
Required Skill/Ability 3:
Proficiency in an administrative support role. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information.
Required Skill/Ability 4:
Well developed computer skills; Intermediate proficiency in Microsoft Excel, PowerPoint, Word and advanced knowledge of Outlook. Ability to format and present data and reports.
Required Skill/Ability 5:
Excellent interpersonal skills and communication skills, both verbal and written; ability to deal effectively with all levels of staff with proven organizational and customer service skills. Ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy, excellent spelling and grammar.
Note
Yale University is a tobacco-free campus
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:
Wage Ranges
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Work Model
On-site
Expected salary:
Location: Yale, MI
Job date: Wed, 21 Feb 2024 07:41:15 GMT
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