Senior Administrative Assistant

Internal Medicine - Administration

80952BR

CLOSED TO FURTHER APPLICATIONS

Senior Administrative Assistant

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

Click here to see our Wage Ranges

Secretarial

37.5

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

Medical School Campus

300 Cedar Street
New Haven, CT 06510

On-site

Provide high level administrative support to Senior level faculty. Under limited supervision, exercise sound judgment and initiative in a high volume position. Act as liaison on matters pertaining to section-related activities as directed by the Chief or the Administrator of Pulmonary and Critical Care Medicine.

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.

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.

Demonstrated ability in an administrative support position. Superior verbal and written communication skills; ability to work productively under pressure with varied interruptions.

Demonstrated strong attention to detail skills. Demonstrated ability handling sensitive information, with a clear understanding of confidentiality.

Demonstrated ability handling business travel arrangements.

Advanced computer skills, including advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook. Proven ability handling complex calendaring. Demonstrated ability to extract and compile a range of information from written sources and conversations with individuals by asking questions, researching information on the internet.

Ability to work independently and be self-motivated. Ability to maintain a professional, positive demeanor and work cooperatively with co-workers and supervisor to maintain a proficient and pleasant work environment.

Preferred knowledge of university systems; SciQuest, iExpense, and eShipGlobal. Previous experience working in a clinical environment & interacting with patients is preferred.

No

Occasional

No

No

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.

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.

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.

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
equity@yale.edu

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