Senior Administrative Assistant (Qgenda)

15-Feb-2024

Internal Medicine – Digestive Diseases

86343BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

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:

Under the supervision of the Qgenda Administrator and exercising independent judgment and initiative, will provide a high-level of administrative support for faculty members in the Department of Internal Medicine.  Serve as a key contact and support and assist with the management of clinical scheduling utilizing Qgenda.  Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel.  Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas.  Provide high-level administrative support and maintain complex calendars.  Serve as principal source of information on policies, procedures, and office activities.    Schedule and coordinate in person and virtual meetings and appointments.  Review outgoing material for completeness and accuracy.  Use the University’s electronic systems for expenses management, travel booking, and placing orders with vendors.  Prepare all documents in accordance with university policies and procedures.  Provides administrative back up to colleagues when other administrative staff are out.  Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support. 

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:

Superior computer skills including well developed knowledge of Microsoft Word, Excel, Outlook calendaring, and Qgenda. Proven ability to design and set up spreadsheets and graphics and support faculty and scholars as they require assistance.

Required Skill/Ability 2:

Ability to multitask and meet deadlines; easily adaptable to change. Excellent organizational and oral and written communication skills.

Required Skill/Ability 3:

Well-developed problem-solving skills, ability to work independently and exercise good judgment. Proven ability to take initiative and follow-through; ability to manage competing priorities.

Required Skill/Ability 4:

Display of strong and versatile interpersonal skills and ability to work with a diversity of individuals such faculty, students/Scholars, community members, administration, and personnel from other departments. Demonstrates patience, respect, and emotional control under pressure.

Required Skill/Ability 5:

Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information.

Preferred Education, Experience and Skills:

Knowledge of Yale University’s policies and procedures. Experience with EPIC, PowerPoint, Qualtrics, Med Hub, SciQuest, Workday. Experience supporting academic faculty and medical professionals.

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