Senior Administrative Assistant

Administrative Support For Vice Chair

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Hourly Range : $31.05

Overview

Provide high level administrative support to the Vice Chair for Education in the Department of Obstetrics, Gynecology & Reproductive Sciences. This position provides support to the clinical practice of the faculty member and works closely with the Medical Education Division team. Responsibilities include OR scheduling and communications with the OR, patients, providers, ensuring coordination of patient care appointments, template changes, coordinate and maintain providers on call schedules, opening / closing clinical templates and booking surgical cases. Other administrative activities include acting as a meeting coordinator for events such as Grand Rounds and other education-related events (i.e., the Yale Obstetrical and Gynecological Society (YOGS), the Peter E. Schwartz, MD Endowed Lectureship and the Joel Silidker, MD Memorial Lecture), maintain / coordinate the Vice Chair's calendar, schedule meetings, book travel / hotel arrangements including for speakers, processing reimbursements, ordering supplies. Provides back-up in the OBGYN Chair's office when needed.

Required Skills and Abilities :

1. Administrative Proficiency : Demonstrated experience in handling administrative tasks such as scheduling (calendar management), expense processing, coordinating events, coordination of travel arrangements and report preparation.

2. Communication Skills : Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).

3. Organizational Skills : Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

4. Customer Service : Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.

5. Confidentiality and Judgment : Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities :

1. Advanced Technology Skills : Familiarity with systems such as Workday, Epic, Qgenda and other administrative or financial software.

3. Higher Education Experience : Prior experience working in an academic or medical environment, supporting faculty or research staff.

4. Financial Management : Proven ability to manage financial transactions, including expense reimbursements and budgeting.

5. Adaptability and Initiative : Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

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.

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.

Health Requirements :

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

Posting Disclaimer :

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

Yale University is a tobacco-free campus.