Senior Administrative Assistant

Connecticut, United States
30 Oct 2018
End of advertisement period
30 Dec 2018
Contract Type
Full Time

Position Focus:

Under the direction of the Primary Care Division Chair, with minimal supervision, latitude for discretion and independent judgment, provide a high level of confidential administrative support to the faculty within the division of Primary Care. Develop, implement and maintain efficient office procedures and systems. Provide information to Specialty Coordinators, Faculty, students, and general public on YSN policies and procedures. Compose, format, compile data and prepare first drafts of letters, memos, reports, Power Point presentations, course documents and other materials. Proofread and edit and review materials for grammar, accuracy and completeness. Schedule meetings, conference calls, and appointments as required and reserve rooms, and arrange for AV needs. Develop and maintain databases in Excel and Access to track resources within the School including data entry and management of student exams, course evaluations and clinical placements. Perform web-based searches to gather information as required by the division faculty. Coordinate travel arrangements; maintain records of travel expenditures; submit forms for reimbursement. Independently follow up to ensure all payments are received and are correct. Oversee and coordinate preparation of materials for special projects and various reports including accreditation, planning process, self-studies, and annual reports. Gather information from multiple sources, compile material in coherent fashion and prepare for presentations and distribution to groups. Coordinate various School of Nursing events, order food, gather material and confirm attendance within your assigned specialty. Provide staff support for one or more YSN committees, including taking and distributing minutes. Perform additional functions incidental to the activities of the Specialties, academic programs and the Division of Primary Care. Provide coverage for other administrative support staff as necessary.

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 prioritize work, handle complex or multiple work assignments, achieve high quality work outcomes, meet deadlines and effectively solve problems independently as well as part of a team.

Required Skill/Ability 2:

Proven proficiency coordinating travel arrangements, meetings and events, and handling calendar for supervisor/manager. Ability to regularly exercise good judgment and initiative on non-routine matters. Ability to be resourceful and proactive.

Required Skill/Ability 3:

Proven ability and/or skill to follow precise directions when required and understand and implement non-routine instructions and general policy statements/applications when required.

Required Skill/Ability 4:

Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion. Excellent attendance and reliability; strong interpersonal skills; helpful and facilitative attitude.

Required Skill/Ability 5:

Demonstrated knowledge and ability to use the latest office software and hardware and to evolve with the changing computer environment. Advanced proficiency in Windows environment including MS Word, Excel, Power Point, Outlook. Familiarity with database software.

Preferred Education, Experience and Skills:

Bachelor's degree. Experience with Canvas (Yale’s course management system), eValue, ExamSoft. Familiar with University applications, such as Workday. Previous experience working with faculty and students. Previous experience assisting with manuscript preparation including research, formatting, and editing.

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 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, 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: