Senior Administrative Assistant

Senior Administrative Assistant

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!

The Senior Administrative Assistant is responsible for supporting the Department of Anesthesiology faculty, specifically the division chiefs and assigned faculty members within specific divisions, with CV updates and expense report processing along with proactively handling specific assigned projects and general office tasks. The Senior Administrative Assistant works closely with the administrative leadership and support staff as a cohesive unit, ensuring seamless support for all senior leadership within the Department of Anesthesiology.

As part of this fast-paced team, the Senior Administrative Assistant will need to be adaptable and ready to take on a variety of tasks, including special projects. The ideal candidate will combine excellent organizational, communication and system learning skills with a passion for working with a dynamic, energetic team. They will possess flexibility and an ability to thrive in a fast-paced environment.

Required Skills and Abilities

1. Demonstrated experience with calendar management, expense processing, and coordination of travel arrangements.

2. Well-developed computer skills including proficiency with Word, Excel, PowerPoint, and Outlook. Ability to multitask; highly detail-oriented with excellent organizational skills. Ability to prioritize work assignments among conflicting demands and work independently.

3. Proven ability to be self-directed, to take initiative, problem-solve and exercise independent judgment.

4. Excellent interpersonal skills, including the ability to interact well with faculty and staff.

5. Resourceful team player. Ability to adapt to a changing work environment and a growing program.

Preferred Skills and Abilities

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

2. Event Planning : Experience in organizing and coordinating events, including logistics, catering.

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.

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.