"Senior Administrative Assistant- Chair’s Office"

Dermatology - Administrative Affairs

89742BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, 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

789 Howard Avenue

New Haven, CT 06519

Work Model

Hybrid

Position Focus:

*This is a hybrid position with a minimum of 3 days on campus. Candidate must be flexible and able to report to campus more than 3x per week if needed.

This position reports to the Chief of Staff for the Dermatology Chair’s office. The primary responsibility is to provide high level administrative support to the Chair's office and department as needed in the performance of their duties. This includes managing calendars and schedules, identifying and solving problems, preparing correspondence, ordering supplies, processing expense reports and effectively dealing with other tasks and/or issues as they arise. The role coordinates, schedules and runs several conferences including Grand Rounds, Scientific Seminar, Visiting Professor etc. via zoom/teams and In person that may also require booking travel and lodging, making dinner reservations and creating itineraries for guests/presenters. Additionally, this role assists in scheduling departmental meetings (faculty meetings, town halls, etc.). This position handles highly sensitive and confidential information, and requires regular interaction with personnel from other sections, departments, and agencies. Also responsible for additional duties as assigned.

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:

Ability to take initiative, anticipate actions needed, and use independent judgment. Ability to recognize and address urgent priorities, and take steps to resolve problems independently. Ability to prioritize to meet deadlines and follow schedules. Excellent follow up skills. Ability to adapt in unpredictable peaks in workload.

Required Skill/Ability 2:

Proficiency in an administrative support role. Ability to type, format, and proofread a variety of correspondences and reports. Ability to provide clerical functions such as copying, faxing, mailing, etc. Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment.

Required Skill/Ability 3:

Strong communication skills, including demonstrated ability to communicate both orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Strong customer service skills. Demonstrated attention to detail. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information.

Required Skill/Ability 4:

Excellent computer skills including intermediate ability or higher with MS Word and Excel. Demonstrated experience with Outlook calendaring in a professional environment is preferred. Ability to schedule and facilitate Zoom virtual meetings.

Required Skill/Ability 5:

Ability to arrange travel, including flights, hotels and car rentals. Prior experience with facilitating room scheduling, catering, equipment and materials for seminars or events is preferred. Proven ability processing expense reimbursements.

Preferred Education, Experience and Skills:

Proven experience handling travel arrangements in a professional capacity. Knowledge of University systems, including Workday, SciQuest, Zoom, Qualtrics, etc. Proven experience supporting academic faculty. Proven experience supporting medical professionals.

Required Licenses or Certifications

Required License(s) or Certification(s):

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. 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