Administrative Assistant

Emergency Medicine 83509BR Yale Posting Status CLOSED TO FURTHER APPLICATIONS University Job Title Administrative Assistant Bargaining Unit L34 - Local 34 (Yale Union Group) Time Type Full time Duration Type Regular Compensation Grade Labor Grade C 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 464 Congress Avenue New Haven, CT 06519 Work Model On-site Position Focus: Reporting to the Administrative Manager this position will provide administrative/receptionist support to the Department of Emergency Medicine.
They will be responsible for greeting visitors and delivering exceptional customer service assistance, conference room reservations and catering, facilities and IT requests, and other ad hoc administrative duties as needed.
This position will be the face of the department and will require addressing visitor questions and needs and providing an overall welcoming environment.
Performing all necessary functions for daily operations and serves as source of information to residents, staff, and faculty on policies, procedures, and office activities.
This position will require full-time in person.
Essential Duties 1.
Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
2.
Greets visitors.
Answers and screens telephone calls.
Assesses natures of business.
Provides assistance or refers to appropriate individual.
Schedules and coordinates meetings and appointments.
3.
Receives and schedules client referrals.
Resolves scheduling conflicts.
Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material.
Assembles attachments and corresponding material.
4.
Reviews outgoing material for completeness, attachments, dates, and signatures.
Composes general correspondence and written material.
5.
Gathers, compiles and records data.
Creates reports and summarizes findings.
Assembles and compiles material for grant, contract, and budget preparation.
6.
Monitors expenditures and reconciles financial statements.
Coordinates travel arrangements.
Establishes and maintains filing systems.
Sorts screens and distributes mail.
Completes forms.
7.
Orders and maintains inventory of supplies.
Photocopies material.
Oversees and instructs support staff.
Performs additional functions incidental to office activities.
8.
May perform other duties as assigned.
Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.
Required Skill/Ability 1: Customer service attitude with excellent organizational skills, and the ability to be resourceful and proactive when issues arise.
Required Skill/Ability 2: Proven strong verbal and interpersonal skills in dealing with staff, faculty, students and outside vendors.
Strong organizational skills with accuracy and attention to detail.
Required Skill/Ability 3: Demonstrated strong communication skills and willingness to be flexible and meet the needs of the department.
Required Skill/Ability 4: Multitasking and time-management skills, with the ability to prioritize tasks Required Skill/Ability 5: Ability to provide administrative support with scheduling and coordinating logistics for meetings and events including reserving space, setup and catering Preferred Education, Experience and Skills: Proven work experience as a Receptionist, Front Office Representative or similar role, Hands-on experience with office equipment (e.
g.
fax machines and printers), Workday purchasing.
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.
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