Senior Administrative Assistant
This position reports directly to the Administrative Supervisor for the section of Pediatric Neurology. The primary responsibility of the position is to assist in managing the day-to-day office operations of the section while providing a high level of administrative support to attending and advanced practice providers. This position will work cooperatively with other member(s) of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects and the improvement of work processes. Specifically, this position will provide direct and meaningful support to faculty members as they prepare and submit grant proposals and write research papers. This position will also serve as the lead for the section in planning events and conferences, as required. This position will personally provide general administrative assistance to faculty and staff by: supporting the Section Chief in the performance of his duties; managing calendars and schedules; identifying and solving problems; providing customer service support to new and existing patients and their families; coordinating meetings; preparing correspondence; coordinating with other sections and departments on behalf of the Section Chief; crafting policies and guidelines; managing patient feedback and data; ordering materials; and effectively dealing with other tasks and/or issues as they arise. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments and agencies.
- 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 excellence in providing high quality administrative support to organizational leaders, faculty and/or staff. Strong problem solving and organizational skills, to be verified by reference(s).
Required Skill/Ability 2:
Demonstrated excellence in providing high quality administrative support to clinical, research and academic efforts, including but not limited to: compiling data into usable formats for papers, projects and presentations; proofreading and formatting formal submissions for grant applications and research papers.
Required Skill/Ability 3:
Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required. Demonstrated excellence while working in a team-oriented environment. Strong interpersonal communication and skills, to be verified by reference(s). Capacity and desire to learn new skills.
Required Skill/Ability 4:
Ability and desire to assist in managing the day-to-day office activities on behalf of the Section Chief. High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously. Strong personal initiative, to be verified by reference(s).
Required Skill/Ability 5:
Ability to manage multiple schedules, including but not limited to section event calendars, service/attending schedules, and calendars for supported faculty members. Ability to coordinate all aspects of meetings, conferences and special events, and to produce detailed minutes upon the conclusion of such events.
Preferred Education, Experience and Skills:
Experience using Epic. Experience in pulling/requesting data from Epic.
Ability to escort visitors on tours and lead them to offices, buildings and facilities throughout the medical school campus and hospital. Ability to carry mail and other correspondence to and from designated offices and buildings.
Weekend Hours Required: No
Evening Hours Required: Occasional
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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