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5 days
Not Specified
Not Specified
$22.37/hr - $35.80/hr (Estimated)
<p>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!</p> <p>Hourly Range</p> <p>31.05</p> <p>Overview Reporting to the Assistant Director for Research, the Senior Administrative Assistant provides a high level of administrative and specialized technical support to the research faculty in the Department of Emergency Medicine.Under limited supervision, this role requires the ability to exercise judgment and initiative while demonstrating strong attention to detail and managing multiple tasks in a fast-paced environment. The Senior Administrative Assistant will cultivate and maintain strong working relationships with research faculty, Principal Investigators, lab members, sponsors, and other key stakeholders.The Senior Administrative Assistant provides substantive administrative support to the Department, including detailed management and tracking of information. They maintain consistent engagement with research faculty, departmental administration, research trainees and candidates, and other research colleagues. Responsibilities include coordinating business activities related to travel and reimbursements with a high level of detail and processing a high volume of expense reports with high accuracy. The role places a strong emphasis on managing complex and dynamic faculty calendars, ensuring seamless scheduling of meetings, appointments, and academic commitments. A key responsibility includes coordinating a wide range of professional events and meetings handling all aspects of planning, from securing venues and managing invitations to organizing catering and overseeing logistical details. In addition, the Senior Administrative Assistant supports the Section by maintaining equipment and supplies, providing professional and confidential administrative support, and collaborating closely with other staff to ensure efficient distribution of general responsibilities. Occasional overtime may be required as needed.In addition to research, the Senior Administrative Assistant will support broader departmental functions, including but not limited to faculty affairs, communications, clinical operations, and medical education. This includes maintaining faculty-related records, ensuring compliance with institutional standards, and supporting departmental operations.The role will also involve collaboration in special projects, working alongside leadership to improve processes, enhance efficiency, and support strategic initiatives. Additional administrative duties may be assigned to adapt to the evolving needs of the department.The role will be fully on-site 5 days/week for the first 90 days, it will then convert to Hybrid (3 days/week). Required Skills and Abilities 1. Proven experience in high-level executive support, demonstrating initiative, independent judgment, and problem-solving skills. Capable of managing complex issues, addressing urgent priorities, and escalating appropriately with minimal supervision. 2. Proven experience in managing complex travel, calendaring, meetings, events, and conferences. Accurately processes expenses and financial transactions, including high volumes of expense reports, while ensuring compliance with institutional policies and timelines.€' 3. Highly organized with the ability to manage shifting priorities, conflicting deadlines, and fluctuating workloads. Skilled at coordinating multiple tasks efficiently in fast-paced, high-pressure environments while maintaining attention to detail. 4. Advanced writing, editing, and proofreading abilities with excellent grammar and spelling. Strong verbal communication and interpersonal skills; adept at engaging diverse groups and handling sensitive matters with professionalism and discretion. 5. Ability to maintain confidentiality and exercises discretion when handling sensitive information. Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, with experience supporting daily operations through reliable technical and administrative tools. Preferred Education, Experience and Skills Bachelor's degree and at least three years of progressively responsible professional experience in higher education, with a specific focus on faculty support roles. Proven experience within academic medicine or healthcare organizations.</p> <p>Principal Responsibilities</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. 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. </li></ol> <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>Health Requirements</p> <p>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.</p> <p>Posting Disclaimer</p> <p>The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.</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 position. Employees will be assigned specific job-related duties through their hiring department.</p> <p>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.</p> <p>Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).</p> <p>Note</p> <p>Yale University is a tobacco-free campus.</p>
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