Senior Administrative Assistant

Administrative Support

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Reporting to the Administrative Services Supervisor and exercising independent judgment and initiative, will provide high level administrative support for faculty members in the Department of Urology, including the Department Chair.

Faculty Support : Serve as a key contact and support several faculty by maintaining several complex calendars, scheduling and coordinating in-person and virtual meetings in multiple time zones with internal as well as external stakeholders. Requesting the addition or cancellation of clinics. Assist faculty with domestic and international travel, licensure, credentialing, and CV maintenance. Provide procurement / financial administrative support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Assist in assembling materials as directed for preparation of meetings, grants, and publication submissions. Formats, proofread, and edits correspondence, reports, and other material. Will require broad knowledge of departmental activities and programs.

Departmental Support : Provide support for events, projects, and recruitment efforts which may require : researching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas / itineraries, travel arrangements, taking minutes or dictation, identifying and anticipating all needs and accommodations for these events as required. Review outgoing material for completeness and accuracy. Gather, compile, and organize data to create reports or summaries. Occasional overtime as needed during evening and weekends.

Office Support : Identify problems with workflow and equipment and make suggestions for improvements. May order, stock and distribute office supplies, mail and packages. Greets visitors. Answers and screens telephone calls. Provides administrative back-up to colleagues. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support. Provide backup support as needed to other admins which may include but are not limited to faculty, event, and educational program support. Performs other duties as assigned as necessary to maintain highest level of customer service.

The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

1. Demonstrated initiative and follow-through on projects, taking ownership for assigned functions. Demonstrated Ability to manage multiple calendars and maintain accurate records. Demonstrated experience processing expenses. Demonstrated experience coordinating travel arrangements.

2. 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.

3. Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, PowerPoint as well as the ability and willingness to learn new technology and systems.

4. Excellent verbal, written and interpersonal communication skills. 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. Excellent customer service skills and the ability to interact well with a diverse population.

5. Excellent attendance record, punctuality, and reliability. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. Ability to exercise good judgment.

Preferred Education, Experience and Skills :

1. Proven experience in academic healthcare setting, supporting faculty.

2. Proven experience with procurement.

3. Familiarity with : Beatrix, World Travel, SciQuest, Zoom, Qualtrics, and Workday.

4. Proven experience in event planning and logistics with AV technology. Knowledge of Yale financial policies.

5. Proven experience in research grant funding or grant administration.

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.