Senior Administrative Assistant

Yale 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!

Hourly Range: 31.05

Overview

Provide high level administrative support to the Gynecologic Specialties Division in the Department of Obstetrics, Gynecology and Reproductive Sciences. Responsibilities include OR scheduling and communication with the OR/patients/providers; ensuring coordination of patient care/appointments, template changes, coordinate/maintain providers on-call schedules, administrative support of Quality Improvement meetings, on-boarding new providers, scheduling meetings and taking meeting minutes, maintaining provider calendars, booking travel arrangements and processing reimbursements and ordering supplies. Provides administrative back-up support to another Ob/Gyn Division.

This position is Hybrid: 3 days/week onsite.

Required Skills and Abilities

• 1.
• Demonstrated surgical scheduling experience using a software system for scheduling surgical patients. 2.
• Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling (calendar management), expense processing, and coordination of travel arrangements. 3.
• Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook). 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.

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.
• 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.

Health Requirements

• Certain positions have associated health requirements based on specific job responsibilities.
• These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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.