Senior Administrative Assistant

Location
Connecticut, United States
Posted
Monday, 7 October 2019
End of advertisement period
Saturday, 7 December 2019
Ref
58132BR
Contract Type
Permanent
Hours
Full Time

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Work Location

Medical School Campus

Worksite Address

15 York Street
New Haven, CT 06510

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Under limited supervision, exercise sound judgment and initiative in a high-volume position and provide executive level administrative support to the Chairman and Vice Chairman of the Department of Neurology. Responsibilities include a high volume of complicated travel arrangements, complex expense reports and obtaining visas. The candidate will update the Chairman’s CV and meticulously maintain records of payments/reimbursements from outside sources. Must be technically adept, customer service oriented and able to function independently. Will manage complex calendars in Outlook and arrange complicated travel itineraries. Will assist with event planning for departmental functions and with recruitment and onboarding of new faculty members. Provide cross-coverage for Senior Admin in Chairs Office. The successful incumbent will have the ability to represent the Chairs’ office in a professional and courteous manner.

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:

Ability to be self-motivated; take initiative and independently problem-solve while exercising sound judgment. Ability to multi-task, prioritize and meet demanding deadlines, demonstrating flexibility in handling assignments while maintaining accuracy and a high level of detail. Strong organizational and time management skills.

Required Skill/Ability 2:

Well-developed interpersonal skills, including the ability to provide high level, service-oriented interaction with scholars, faculty, executives and staff. Ability to maintain absolute discretion with confidential information and materials.

Required Skill/Ability 3:

Resourceful team player. Ability to adapt to a changing work environment in a growing department. Ability to use the latest software and hardware and to evolve with an ever-changing computer environment. 

Required Skill/Ability 4:

Demonstrated ability to coordinate and arrange extensive multi-leg and multi-country national and international travel arrangements; assist with visa and passport applications and resolve issues.

Required Skill/Ability 5:

Demonstrated advanced proficiency with Word, Outlook, and Excel.

Preferred Education, Experience and Skills:

References indicating excellent attendance, punctuality and reliability. Expertise with both Macintosh and PC operating systems. Proficiency with Yale applications, including Workday, SciQuest, eShipGlobal and Egencia. Familiarity with PubMed searches. Bachelor’s Degree.

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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus