Senior Administrative Assistant
Reporting to the Administrative Supervisor, provide administrative support for faculty in the Department of Internal Medicine, Section of Digestive Diseases. This position requires someone who will exercise sound and independent judgment, take initiative, and provide detailed administrative support in a fast paced and demanding work environment. Responsibilities include, but are not limited to: managing calendars and day-to-day schedules, assisting in grant preparation/submissions including assembling at documents/proofreading/entering data into electronic applications, assisting in protocol and database preparations, and preparations for oral presentation. Using PowerPoint and Illustrator, create data monitoring metrics and illustrations for faculty to use for grant submissions and publications. Provide a high level of administrative support for special projects and events (i.e. room reservations/travel/catering arrangements); process reimbursements and check requests; support clinical affairs activities including confidential and sensitive calls from patients, their families and referring physicians; and schedule patients for diagnostic studies, procedures, surgeries and follow-up appointments as needed. This position will also be required to provide backup coverage for team members in their absence and provide additional administrative support as needed.
- 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.
- Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
- 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.
- 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.
- Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
- 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.
- 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 in an administrative support position. Demonstrated verbal and written communication skills with the ability to prioritize work based on knowledge of section needs.
Required Skill/Ability 2:
Proven organizational skills with the ability to meet deadlines with excellent follow through and attention to detail. Demonstrated advanced computer skills, particularly with Microsoft Word, Excel and Outlook.
Required Skill/Ability 3:
Demonstrated professional demeanor with the ability to maintain professionalism and confidentiality while interacting with Faculty, Staff, Administration, Patients, and Scholars.
Required Skill/Ability 4:
Proven excellent customer service skills with the ability to use sound judgment and confidentiality.
Required Skill/Ability 5:
Proven ability to work in a team-based environment and take direction as needed with the ability to take initiative and work independently.
Preferred Education, Experience and Skills:
- Basic understanding of medical terminology and experience working with patients and their protected information. Experience with EPIC preferred. Knowledge of University systems (i.e. SciQuest, EMS, eShipGlobal, and Egencia) preferred.
Weekend Hours Required: No
Evening Hours Required: No
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.
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: firstname.lastname@example.org.
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