Senior Administrative Assistant

Senior Administrative Assistant Urology - Administrative Services 86045BR University Job Title Senior Administrative Assistant Bargaining Unit L34 - Local 34 (Yale Union Group) Time Type Full time Duration Type Regular Compensation Grade Labor Grade D 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 789 Howard Avenue New Haven, CT 06519 Work Model Hybrid Position Focus: Reporting to the Administrative Services Supervisor, this position will provide high level administrative support to the Department Chair and Associate Director.
This position will provide support to the Chair's vision and initiatives for department growth and development, and will require a broad knowledge of departmental activities and programs.
Responsible for the coordination of scheduling complex meetings or events involving individuals within the Department, the University, YNHH and the community.
Execute special projects which may include data collection and building presentations.
This role will assist with new faculty recruitment interview process and communicate department trainings and compliance requirements.
Responsibilities include, but are not limited to, processing supplier setup, expense reimbursements, supplier invoice requests, submission of Yale forms, ACH and wire transfers, providing links to policies and procedures.
Coordinates detailed and complex travel, both domestic and international, organize catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required including coordination of operational details to ensure smooth functioning of events.
Occasional early morning/evening hours required.
Provide backup administrative support in the Dept as needed.
Performs additional duties incidental to office activities as necessary to maintain highest level of customer service.
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 ability to multitask, prioritize, and work effectively with conflicting or competing deadlines with great attention to detail.
Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team.
Required Skill/Ability 2: Excellent verbal, written and interpersonal communication skills ability to craft and articulate messages for various audiences on behalf of the Chair.
Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment.
Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.
Required Skill/Ability 3: Excellent organizational skills, and the ability to maintain accurate records.
Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, as well as the ability and willingness to learn new technology and systems.
Proven ability with financial transactions, such as processing expense reimbursements and invoices.
Required Skill/Ability 4: Demonstrated experience in and Administrative Support role.
Ability to schedule and coordinate logistics for meetings, events and seminars including venue selection and setup, catering, travel, and accommodations.
Excellent customer service skills and the ability to interact well with a diverse population.
Required Skill/Ability 5: Excellent attendance record, punctuality, and reliability.
Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor.
Ability to exercise good judgment.
Preferred Education, Experience and Skills: Demonstrated experience providing academic administrative support to faculty.
Prior experience with Workday, university academic and financial policies, event planning/coordination, travel arranging, complex calendar management, and processing expenses.
Prior experience supporting faculty with research grant funding.
Experience supporting Faculty with Federally Sponsored Awards.
Weekend Hours Required? Occasional Evening Hours Required? Occasional 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).
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