Senior Administrative Assistant 2

22-Mar-2024

Internal Medicine – Administration

87071BR

University Job Title

Senior Administrative Assistant 2

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade E

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Medical School Campus

Worksite Address

300 Cedar Street
New Haven, CT 06510

Position Focus:

Reporting to the Operations Manager 2, Pulmonary, Critical Care, & Sleep (PCCSM), provide high level administrative support to Senior level faculty. Oversee and coordinate projects or work processes, distribute and monitor the work of at least two regular FTEs as a lead worker. Under limited supervision, exercise sound judgment and initiative in a high-volume position. Act as liaison on matters pertaining to section-related activities as directed by the Section Chief or the Operations Manager of PCCSM. Executes the Recruitment and Appointments & Promotions (A&P) process for faculty at all levels including ladder, non-ladder, training, voluntary, and visiting professors. Leads and coordinates Triennial/Sabbatical Leave of Absence process. Management of the Pulmonary Administrative Staff Microsoft TEAMS channel, maintaining structured communication, focused communications, and document collaboration amongst the Senior Administrative Assistants staff. Serves as Event Coordinator for the section, liaison with vendors on event-related matters. Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. Serves and section’s expert on preparations of CV1 and CV2.

Essential Duties

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate’s Degree; or two years of related work experience and a Bachelor’s Degree; or an equivalent combination of education and experience.

Required Skill/Ability 1:

Demonstrated ability in an administrative support position. Superior verbal and written communication skills; proven ability to work productively under pressure with varied interruptions. Proven ability to handle multiple assignments under tight deadlines.

Required Skill/Ability 2:

Proven strong attention to detail skills. Demonstrated ability handling sensitive information, with a clear understanding of confidentiality and remain discreate. Effectively solve problems with the context of the priorities and goals of the section.

Required Skill/Ability 3:

Demonstrated ability handling business travel arrangements. Proven ability to communicate information effectively, both orally and in writing, with demonstrated effective customer service skills at all levels. Flexibility and the ability to adapt and respond positively to unique, unforeseen or unusual circumstances.

Required Skill/Ability 4:

Advanced computer skills, including advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook. Proven ability handling complex calendaring. Demonstrated ability to extract and compile a range of information from written sources and conversations with individuals by asking questions, researching information on the internet.

Required Skill/Ability 5:

Demonstrated ability to work independently and be self-motivated. Proven ability to maintain a professional, positive demeanor and work cooperatively with co-workers and supervisor to maintain a proficient and pleasant work environment.

Weekend Hours Required?

No

Evening Hours Required?

Occasional

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. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus