Senior Administrative Assistant, Division of Transplant Surgery

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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. Determine and arrange administrative, facility and equipment need to meetings and conferences. Process financial transactions (such as expense reports, reimbursements, and others) and accurately resolve 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.

• 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.
• 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.
• 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.
• 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.
• Proficient computer skills including well developed knowledge of Microsoft Office with Outlook calendar management.

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

• 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…