"Senior Administrative Assistant"

Overview

Under the supervision of the Administrative Manager and exercising independent judgment and initiative, provide a high level of support to the Division of Vascular Surgery. Assist faculty with scheduling meetings, internal and external meetings, and domestic and international travel. Edit and proofread various material for grammatical and factual accuracy and take meeting minutes. Assist faculty in entering CV'S into the faculty profile system, CV builder. Work closely with staff responsible for expense report and preparation and business office in execution of financial transactions.

Required Skills and Abilities

1. Prior demonstrated proficiency working in an administrative support position in a medical/clinical environment. Proven ability to work productively under pressure with constant and varied interruptions, meet deadlines, manage a broad variety of tasks and shifting priorities in a changing environment, and take initiative.
2. Demonstrated ability with high volume clinical scheduling. Proficient computer skills including well-developed knowledge of Microsoft Office and Outlook Calendar.
3. Ability to multitask and meet deadlines; easily adaptable to change. Excellent organizational and oral written communication skills. Ability to correctly and efficiently complete online forms and entries in the University electronic system.
4. Well-developed problem-solving skills, ability to work independently, and exercise good judgement. Proven ability to take initiative and follow through.
5. Ability to demonstrate patience, respect and emotional control under pressure. Display of strong and versatile interpersonal skills and ability to work with a diversity of individuals such as community members, a wide range of vendors. Administration and personnel from other departments.

Preferred Skills and Abilities

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. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
2. 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.

Principal Responsibilities

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.

Hourly Range

$31.05

Location

330 Cedar Street, New Haven, Connecticut

Job Category

Administrative Support

Time Type

Full time

Work Model

Hybrid