<p>Essential Duties</p> <ol> <li>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. </li></ol> <p>Required Education and Experience</p> <p>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.</p> <p>Background Check Requirements</p> <p>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.</p> <p>Position Focus:</p> <p>Reporting to the department of Urology's Administrative Services Supervisor and exercising independent judgement and initiative, the coordinator will provide high-level administrative support to the educational mission in the Department of Urology. Urology's educational program currently consists of residents, clinical and research fellows, and medical students.</p> <p>This position will provide comprehensive administrative support managing the Urologic Residency Program with the goal of meeting the requirements of the Accreditation Council for Graduate Medical Education (ACGME) and Residency Review Committee. Will work closely with various departments at Yale and YNHH including but not limited to House Staff Office, Graduate Medical Education (GME) Office, Urology's Office of Faculty and Staff Affairs as well Urology's Vice Chair of Education and various Program Directors. The coordinator will direct the annual resident interview process, and support current department residents by coordinating meetings, arranging travel, and other duties as assigned. The coordinator will serve as a source of information for trainees, faculty, and staff on all trainee-related projects and activities. This position will be required to balance multiple priorities while meeting strict deadlines with minimal supervision.</p> <p>Candidate will also serve as the Urology Fellowship coordinator, taking the administrative lead on managing the department's clinical and research fellowships in addition to the urologic education of medical students at Yale School of Medicine. The position will also be responsible for Continuing Medical Education activities including but not limited to Grand Rounds, Morbidity & Mortality Conferences, and Visiting Professor events.</p> <p>Coordinator will be responsible for arranging travel, reimbursements, meetings, and itineraries for residents, fellows, and guests. They will provide procurement/financial administrative support including supplier setup, expense management, reimbursement, supplier invoice requests, and purchase orders using the Workday financial application system. Assist in assembling materials as directed for preparation of committee meetings, performance reviews, and interviews.</p> <p>Coordinator will provide support for events, projects, and resident/fellow recruitment efforts which may require: researching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas/itineraries, travel arrangements, taking minutes or dictation, identifying and anticipating all needs and accommodations for these events as required. Review outgoing material for completeness and accuracy. Gather, compile, and organize data to create reports or summaries. Occasional overtime as needed during evening and weekends.</p> <p>Lastly, the coordinator will be expected to identify problems with workflow and equipment and make suggestions for improvements. May order, stock and distribute office supplies, mail and packages, greet visitors, and answer and screen phone calls. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain the highest level of service and support. Provide backup support as needed to the administrative team including assistance with call schedule updates. Other administrative tasks may be assigned.</p> <p>The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.</p> <p>The role is HYBRID. For the first 5 WEEKS, it will be on-site 5days/week. After that, 3 days/week on-site with Tuesdays as a required day.</p> <p>Preferred Education, Experience and Skills:</p> <p>Prior academic healthcare experience. Proven experience with MedHub, ERAS, Thalamus, Indesign, Qgenda, World Travel, SciQuest, Qualtrics, Workday, database development and management. Proven experience coordinating meetings, event planning, AV tech, in a professional administrative support capacity. Knowledge of Yale policies. Prior Residency/fellowship coordination.</p> <p>Posting Disclaimer</p> <p>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.</p>