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Senior Administrative Assistant

Employer
YALE UNIVERSITY
Location
Connecticut, United States
Closing date
8 Dec 2019

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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

330 Cedar Street
New Haven, CT 06510

Work Week

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

This position provides substantive and stable clinical and administrative support to the Division of Cardiac Surgery in the Department of Surgery. This position will schedule clinic visits for cardiac surgery patients, specifically aortic surgery patients. This position will also be responsible for research support for the faculty members, as well as considerable administrative support for non-clinical responsibilities. The candidate will be expected to coordinate travel, process reimbursements, procure items or services for the faculty research laboratories, assist with processing research personnel, and possibly assist with presentation materials for conferences, lectures, and other speaking engagements. Will be in constant communication, professionally and respectfully, with patients, physicians (both within the Division and external to the Division), clinical support personnel, residents, executive leadership, University administration, support staff, and other stakeholders doing business with the Division.

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:

A quick-learner that possesses excellent attention to detail and a commitment to accuracy. Demonstrated excellent attendance history and reliability, to be affirmed by references. Adept at handling confidential information. Demonstrated ability to work cooperatively with coworkers and supervisor in an environment of change.

Required Skill/Ability 2:

Expert skill with Microsoft Outlook (especially calendaring functions) and Word (advanced knowledge of formatting and track changes), intermediate skill with Excel and Powerpoint. Ability to sensibly judge urgency of matters and prioritize faculty schedules accordingly.

Required Skill/Ability 3:

Significant experience with the Epic medical record system, including creating medical records for new patients, monitoring referral work queues, scheduling clinic visits, scheduling diagnostic visits, scanning external medical records, communicating via In Basket, monitoring authorization progress, and familiarity with scheduling template capabilities.

Required Skill/Ability 4:

Excellent customer service skills that have been refined by providing superb, compassionate patient experience. Ability to handle stressful situations with a calm demeanor, grace, and respect. Demonstrated strong telephone and office etiquette. Ability to serve as the primary support for faculty, and impeccable with following up from every perspective.

Required Skill/Ability 5:

Proven ability to work under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment, and take initiative. Knowledgeable working administrative support capacity. Demonstrated excellent oral and written communication skills, including spelling, grammar, and punctuation.

Preferred Education, Experience and Skills:

Experience with Endnote, OR booking and Powershare in Epic. Exposure to Workday Financials is helpful. Experience assembling grants, intellectual property and/or startup culture is helpful.

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

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