"Senior Administrative Assistant"

Overview

Provide administrative support and oversight into the research and clinical missions of the section of Safety, Advocacy and Healing. Schedule and attend meetings, distribute agenda materials, record minutes, and summarize, distribute, and file materials. Greet patients and visitors, screen phone calls, and serve as a general source of information to students, faculty, and visitors regarding policies, procedures, and office activities. Schedule seminars, meetings, retreats, lunches, and other events and make travel arrangements for speakers, and other faculty as needed. Create expense reports for assigned faculty, process reimbursements when necessary. Order and maintain inventory of office supplies, and office machines. Order and maintain departmental and patient educational supplies. Prepare recruitment, hiring, and travel documents for faculty. Assist faculty in preparing protocols and registrations in accordance with university and government regulations. Build relationships within the community; Police Departments, DCF and Social Workers across the County.

Required Skills and Abilities

1. Demonstrated experience in an Administrative Support role. Ability to schedule and coordinate logistics for meetings, events and seminars including venue selection and setup, catering, travel, and accommodations. Excellent customer service skills and the ability to interact well with a diverse population.
2. Bilingual in Spanish.
3. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines with great attention to detail. Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team.
4. Excellent organizational skills, and the ability to maintain accurate records. Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, as well as the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as processing expense reimbursements and invoices.
5. Excellent verbal, written and interpersonal communication skills ability to craft and articulate messages for various audiences on behalf of the Section Chief. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.

Preferred Skills and Abilities

EPIC experience.

Preferred Licenses or Certifications

Certification by the American Association of Medical Assistants or American Registry of Medical Assistants.

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: 1 Long Wharf Drive, New Haven, Connecticut

Posted: 04-Feb-26

Job Category: Administrative Support

Time Type: Full time

Work Model: On-site