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Overview

Reporting to the Administrative Manager, will provide high level administrative support for faculty members in the Division of Transplant Surgery. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for several Leadership roles. Provide high-level administrative support. Serve as principal source of information on policies, procedures, and office activities. Maintain complex calendars. Schedule and coordinate in person and virtual meetings and appointments and surgeries. Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas. Review outgoing material for completeness, accuracy, dates, and signatures. Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities. Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel. Use the University’s electronic systems for expenses management, travel booking, and placing orders with vendors. Prepare all documents in accordance with university policies and procedures. Identify problems with workflow, equipment, and environment, and make suggestions for improvements. Determines and arranges administrative, facility and equipment need to meetings and conferences. Process financial transactions (such as expense reports, reimbursements, and others) and accurately resolves any related issues. May order, stock and distribute office supplies, and incoming and outgoing mail and packages. Provides administrative back up to colleagues when other administrative staff are out. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support.
 

Required Skills and Abilities

1. Demonstrated experience with Epic Surgical Scheduling. Prior demonstrated proficiency working in an administrative support position in a medical/clinical environment. Proven ability to work productively under pressure with constant and varied interruptions, meet deadlines, manage a broad variety of tasks and shifting priorities in a changing environment and take initiative.
2. Demonstrated excellent oral and written communication skills, including spelling, grammar, and punctuation. Superior customer service skills; ability to provide compassionate service; clear understanding of confidentiality is essential.
3. Demonstrated excellent attendance history, to be affirmed by references. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated strong telephone and office etiquette.
4. Demonstrated patience, respect, and emotional control under pressure. Display of strong and versatile interpersonal skills and ability to work with a diversity of individuals such as community members, a wide range of vendors, Administration, and personnel from other departments, etc.
5. Proficient computer skills including well developed knowledge of Microsoft Office with Outlook calendar management.

Preferred Skills and Abilities

1. Working knowledge of Yale University's policies and procedures.
2. Advanced knowledge of Windows, EPIC, Microsoft Outlook (advanced use of calendar features) and Microsoft Word (advanced knowledge).
3. Prior experience coordinating business travel arrangements and processing expenses.

Principal Responsibilities

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.

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.

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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.

Health Requirements

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.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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.

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.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.

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.

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