1. 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.
Preferred Education: Experience with Endnote, OR booking and Powershare in Epic. Exposure to Workday Financials is helpful. Experience assembling grants, intellectual property and/or startup culture is helpful.
Preferred Education, Experience and Skills: Experience with Endnote, OR booking and Powershare in Epic. Exposure to Workday Financials is helpful. Experience assembling grants, intellectual property and/or startup culture is helpful.
Required Skill/ability 5: Proven ability to work under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment, and take initiative. Knowledgeable working administrative support capacity. Demonstrated excellent oral and written communication skills, including spelling, grammar, and punctuation.
Posting Position Title: Senior Administrative Assistant
Required Skill/ability 3: Significant experience with the Epic medical record system, including creating medical records for new patients, monitoring referral work queues, scheduling clinic visits, scheduling diagnostic visits, scanning external medical records, communicating via In Basket, monitoring authorization progress, and familiarity with scheduling template capabilities.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant
Required Skill/ability 1: A quick-learner that possesses excellent attention to detail and a commitment to accuracy. Demonstrated excellent attendance history and reliability, to be affirmed by references. Adept at handling confidential information. Demonstrated ability to work cooperatively with coworkers and supervisor in an environment of change.
Required Skill/ability 4: Excellent customer service skills that have been refined by providing superb, compassionate patient experience. Ability to handle stressful situations with a calm demeanor, grace, and respect. Demonstrated strong telephone and office etiquette. Ability to serve as the primary support for faculty, and impeccable with following up from every perspective.
Required Skill/ability 2: Expert skill with Microsoft Outlook (especially calendaring functions) and Word (advanced knowledge of formatting and track changes), intermediate skill with Excel and Powerpoint. Ability to sensibly judge urgency of matters and prioritize faculty schedules accordingly.
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.
Internal Number: 57864BR
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.