Senior Administrative Assistant, Vascular Surgery

Overview

Reporting to the Administrative Manager, will provide high level administrative support for faculty members in the Division of Vascular Surgery. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for several Leadership roles. Provide high-level administrative support. Serve as principal source of information on policies, procedures, and office activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments and surgeries. Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Review outgoing material for completeness, accuracy, dates, and signatures. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel. 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. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. Determines and arranges administrative, facility and equipment need to meetings and conferences. Process financial transactions.

Required Skills and Abilities

1. Demonstrated experience with Epic Surgical Scheduling. 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 excellent oral and written communication skills, including spelling, grammar, and punctuation. Superior customer service skills; ability to provide compassionate service; clear understanding of confidentiality is essential.
3. Demonstrated excellent attendance history, to be affirmed by references. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated strong telephone and office etiquette.
4. Demonstrated 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, etc.
5. Proficient computer skills including well developed knowledge of Microsoft Office with Outlook calendar management.

Preferred Skills and Abilities

1. Working knowledge of Yale University's policies and procedures.
2. Advanced knowledge of Windows, EPIC, Microsoft Outlook (advanced use of calendar features) and Microsoft Word (advanced knowledge).
3. Prior experience coordinating business travel arrangements and processing expenses.

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.