Sr Administrative Assistant- Vascular

Position Focus :

• Please note that this position is currently working a hybrid schedule with three day on campus and two days remote from home. Candidates must be flexible to work more days on campus as needed (ex. upon hire for training, to assist with faculty recruit visits, grand rounds and special events etc.).

This position provides operational and administrative support to the faculty of the section of Vascular / Stroke at Yale School of Medicine. Serves as senior administrative assistant to the clinical chief, faculty and staff. Serves as liaison with faculty, staff members, fellows, guest lecturers, and YNHH’s GME and House Staff office as needed. Monitors expenditures for the faculty and reconciles financial statements. Compiles, synthesizes and manipulates data for the section. Summarizes findings and writes reports as needed. Composes correspondence and written material for the division. Coordinates travel arrangements. Schedules and coordinates meetings, appointments, symposia, retreats and lectures. Organizes and publishes section attending service schedule. Takes minutes for section division meetings. Orders and maintains an inventory of office supplies. Performs additional functions as needed to optimize office activities.

Essential Duties

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Required Skill / Ability 1 :

Ability to manage a broad variety of tasks and shifting priorities in a changing environment with careful attention to detail. Excellent interpersonal skills including customer service focus and a positive attitude with faculty, administration, colleagues and trainees.

Required Skill / Ability 2 :

Demonstrated ability to type, format and proofread a variety of correspondence and reports; maintain ongoing administrative logs and related materials and write correspondence for distribution as required. Proven ability to provide clerical functions such as copying, faxing, filing, mailings etc.

Required Skill / Ability 3 :

Demonstrated ability to work as a team player in a demanding environment but can work independently as well. Superior Computer skills with MS Word, Excel, PowerPoint, and Outlook calendaring. Demonstrated ability to gather, compile, organize and manipulate data to create reports or summaries.

Required Skill / Ability 4 :

Superior organizational, oral, and written communication skills with ability to multitask. Proven ability to support faculty, fellows, and staff with submission of grants preferred. Demonstrated ability to coordinate components to ensure completeness accuracy and timeliness to deadlines.

Required Skill / Ability 5 :

Demonstrated experience in an Administrative Support role. Proven ability to correctly and efficiently complete online University forms and entries into University electronic systems preferred.

Preferred Education, Experience and Skills :

Experience using systems like Workday, SciQuest, and QGenda

Evening Hours Required?

Occasional

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.