Sr. Admin Assistant 2

Position Focus :

In a high volume and fast-paced environment, provides confidential, high-level administrative services for the Deputy Dean & Chief Executive Officer of Yale Medicine Administration.

Manages complex calendar; schedules and coordinates meetings and appointments, prepares expense reports, places purchase orders, catering, and travel arrangements. Assist with onboarding and offboarding and providing backup coverage to the section’s administrative support. Oversees and manages the daily coverage schedule to ensure adequate administrative support for the C-suite. Handles highly sensitive and confidential information and matters requiring ongoing interaction with all faculty, chairs, and all other high-level university officials as well as outside entities.

Serves as a primary liaison between the Dean, faculty, staff, and other offices at the University. Coordinates the YMA Board meetings as well as Finance, Operations, and Network Strategy committee meetings and takes minutes. Receives and directs distinguished visitors with a high level of professionalism. Performs other duties as assigned.

Exercise initiative, superior organizational skills, flexibility, professionalism, and sound judgment to solve varying complex problems as they arise. Proactively anticipate needs and outcomes to ensure the efficient operation of the department. Practice forward thinking to actively seek opportunities and propose solutions.

Essential Duties

1. Provides administrative leadership for a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Oversees and coordinates the daily operations of the office, including projects and work processes. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Administers, monitors, tracks and maintains office budget and spending. 3. Oversees and coordinates special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action / decision-making; flags time sensitive material; initiates follow up. 6. Composes and / or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and / or produces materials for presentations. 7. Prioritizes, assigns and monitors work, according to set standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Clarifies roles and responsibilities based on management definitions. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Proven proficiency in an administrative support role. Reliable self-starter with exceptional attention to detail and accuracy with demonstrated ability to concentrate and perform with varied interruptions. Proven ability to prioritize to meet deadlines and conflicting demands in an organized manner. Ability to handle confidential information.

Required Skill / Ability 2 :

Superior interpersonal skills and welcoming manner. Ability to interface with all levels within the organization and externally with a highly professional demeanor. Strong service orientation. Ability to work cooperatively with coworkers and supervisor to maintain a proficient and pleasant work environment. Ability to function effectively as part of a team.

Required Skill / Ability 3 :

Excellent proofreading, editing and writing skills for drafting material. Proven ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner. Proven experience preparing meeting agendas as well as taking minutes.

Required Skill / Ability 4 :

Excellent computer skills including intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook. Previous demonstrated ability to manage Outlook Calendars in a support role.

Required Skill / Ability 5 :

Forward thinker. Ability to identify and anticipate problems and proactively determine next steps to solve problems. Demonstrated ability to properly use independent judgment and take initiative. Comfortable asking questions and escalating to the appropriate level to seek resolution. Excellent attendance.

Preferred Education, Experience and Skills :

Bachelor’s Degree and experience in an academic medical setting. Understanding of Yale policies and procedures.

Drug Screen

Health Screening

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.

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.