<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 This position reports to the Administrative Manager for the Otolaryngology Surgery Division. Exercising independent judgment and initiative, the successful candidate will provide high-level administrative support for research faculty members in the division. Faculty Support Responsibilities: Primary Contact and Calendar Management: Serve as a key contact for several faculty members, managing multiple complex calendars. Schedule and coordinate in-person and virtual meetings, both internal and external. Travel Assistance: Assist faculty with arrangements for domestic and international travel. Financial Support: Provide comprehensive financial support, including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Document Management: Format, proofread, and edit correspondence, reports, and other materials. Administrative Backup: Provide administrative back-up to colleagues as needed. Clinical and Administrative Tasks: Efficiently and professionally complete other clinical and administrative tasks including scheduling, Qgenda entries, Qualtrics forms as assigned to maintain the highest level of service and support. Recognize that responsibilities may evolve over time due to changing circumstances or priorities. Promotes initiative: Encourage individuals to take initiative in identifying new opportunities or challenges within their responsibilities. The ideal candidate will demonstrate independent judgment, strong organizational skills, and the ability to work independently and as part of a team. Proficiency in Microsoft Office Suite, Outlook and familiarity with financial applications such as Workday is preferred. A commitment to delivering the highest level of service and support is essential. Required Skills and Abilities 1. Demonstrated ability in an Administrative Support position. Demonstrated ability working with high-level executives and sensitive information. Exemplifies strong verbal and written communication skills. Candidates are strongly encouraged to include a cover letter. 2. Demonstrated intermediate to advanced proficiency with Zoom, Microsoft Word, excel, PowerPoint, and Outlook. 3. Ability to expertly prioritize and keep organized notes. Knowledge and ability to compose and distribute detailed communication with other staff and faculty, specifically research focused faculty. Demonstrates attention to detail and organizational skills. 4. Ability to organize, maintain, and take minutes for various meetings with faculty, PIs, external and internal advisory board members, including organizing annual faculty meetings on the national level. 5. Demonstrated ability maintaining travel and other expense tracking and reimbursements. Proven excellent attendance record, to be verified by references. Preferred Education, Experience and Skills Good understanding of Department of Surgery/Yale School of Medicine policies regarding Research, and Yale School of Medicine organizational units. Familiarity with NIH grants and other research-focused faculty. Preferred experience in: PubMed, Yale Beatrix, Qualtrics, Epic and Workday.</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>