30-Oct-2023

Surgery - Administration

84825BR

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

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

100 Church Street South
New Haven, CT 06519

Position Focus:

Reporting to the Integrated Business Office, Assistant Administrator for Faculty Affairs for Anesthesiology, Emergency Medicine, Ophthalmology, Orthopedics and Surgery, the Senior Administrative Assistant manages all activities related to faculty appointments and promotions, recruitment, credentialing (with relevant delivery networks – YNHH, L+M, Bridgeport Hospital, Greenwich Hospital, VAMC, and Yale Medicine) and onboarding/offboarding. Position assists with the initial and management of Postgraduate, Postdoctoral, and Visiting Student in Research Appointments for the IBO. Assists with Visa applications as needed. This position will also help with the onboarding (Workday hiring/processing and appointment entry), maintenance, and credentialing of Advanced Practice Providers. This position will also handle malpractice and leave of absence requests. This position should understand the needs from department chairs, search committee members, and department staff to communicate potential strategies for successful recruiting. May perform other 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:

Reliable self-starter with exceptional attention to detail with the ability to prioritize and handle multiple tasks and priorities simultaneously in a complex, faced paced environment.

Required Skill/Ability 2:

Excellent interpersonal and customer service skills with the ability to interact with faculty, staff, students, and administrators in highly professional demeanor.

Required Skill/Ability 3:

Excellent oral and written communication skills with the ability to effectively deal with individuals.

Required Skill/Ability 4:

Strong computer skills and proficiency in Word, Excel, PowerPoint, and Outlook or similar applications, with demonstrated ability and willingness to learn new programs.

Required Skill/Ability 5:

Demonstrated ability to handle high volume data entry processing with accuracy.

Preferred Education, Experience and Skills:

Experience in an administrative support role. Prior experience with credentialing and onboarding. Experience with faculty affairs. Proficiency in Workday (hiring, appointment management, and expense report processing) with experience using Interfolio for recruitment. Prior experience handling high-volume recruitment.

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