Senior Administrative Assistant, YMA

19-Mar-2024

Clinical Affairs – YMA Administration

87025BR

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, Clinical

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

333 Cedar Street New Haven, CT 06510

Position Focus:

In a high-volume and fast-paced environment, provide high-level confidential administrative support to Yale Medicine Administration (YMA) leaders and directors. While working in a team environment, exercise initiative, superior organizational skills, flexibility, professionalism, and sound judgment to solve varying complex problems as they arise.  Proactively anticipate needs and outcomes to ensure the efficient operation of the department. Practice forward thinking to actively seek opportunities and propose solutions. 

Duties include but are not limited to: managing and maintaining multiple complex calendars, scheduling and coordinating of meetings, preparing expense reports, placing purchase orders, catering, travel arrangements, meeting agendas and minutes, assisting with onboarding and offboarding, and providing backup coverage to the section’s administrative support. Performs other duties as assigned.

Candidates are encouraged to provide a cover letter.

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:

Reliable self-starter with exceptional attention to detail and accuracy with demonstrated ability to concentrate and perform with varied interruptions. Proven ability to prioritize to meet deadlines and conflicting demands in an organized manner.

Experience working in a medical setting in an administrative support role.

Excellent attendance record.

Required Skill/Ability 2:

Forward thinker. Ability to identify and anticipate problems to proactively determine next steps to solve problems. Demonstrated ability to properly use independent judgment and take initiative. Comfortable asking questions and escalating to seek resolution. 

Sensitivity to and ability to effectively maintain confidentiality of information and materials.

Required Skill/Ability 3:

Superior interpersonal skills and welcoming manner. Ability to interface with all levels within the organization and externally with a highly professional demeanor. Strong service orientation.  Ability to work cooperatively with coworkers and supervisor to maintain a proficient and pleasant work environment. Ability to function effectively as part of a team.

Required Skill/Ability 4:

Excellent proofreading, editing, and writing skills for drafting material. Proven experience in preparing meeting agendas as well as taking meeting minutes. Proven ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner

Required Skill/Ability 5:

Advanced computer skills with specific knowledge and expertise with Microsoft Word, PowerPoint, Excel, and Outlook or similar software with demonstrated ability and willingness to learn new programs.

Preferred Education, Experience and Skills:

Bachelor’s Degree.

Preferred Licenses or Certifications:

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