Senior Administrative Assistant

Senior Administrative Assistant

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Salary: $31.83

Job Requisition

Reporting to the Chief of Staff, the Senior Administrative Assistant provides high-level administrative support to facilitate the operational and administrative priorities for the Yale School of Medicine (YSM) Office of the Dean, ensuring the efficient operation of the office, in a professional, collaborative, and energetic manner.

Provides general office support. Greets visitors, answers and screens telephone calls, providing information to resolve inquiries. Processes parking permits for the Dean's Office lot. Processes incoming and outgoing mail and organizes and maintains electronic and paper filing systems. Orders and maintains inventory of supplies, and submits facilities requests.

Provides support for on and off campus meeting, event or program logistics, including but not limited to securing locations, virtual meeting setup, ordering and setting up food, preparing materials, and taking meeting minutes.

Uses the university's electronic systems for expense management and travel booking for the Dean and Deputy Deans, and special visitors, and places orders with vendors. Works closely with the department's business office in execution of financial transactions. Prepares all financial and expense reporting documents in accordance with university policies and procedures. Manages billing using Yale's internal procurement system to prepare purchase orders and honoraria.

Prepares Qualtrics surveys for scheduling and data collection activities. Submits nominations for external faculty awards, and supports YSM events and senior leadership onsite search visits, including scheduling and preparing itineraries, making travel arrangements, catering, and accommodations or virtual setup as deemed necessary.

Provides cross coverage for other Dean's Office staff, including but not limited to managing the Dean's and other calendars and processing finance forms. Supports other Dean's Office strategic initiatives, including senior leadership searches and large events, as needed.

Performs additional duties incidental to office activities as necessary to maintain the highest level of customer service and to support an integrated experience for all stakeholders interfacing with the YSM Dean's Office.

This position will follow a hybrid schedule (3 days per week onsite), and the schedule may change for increased onsite presence depending on the operational needs of the Dean's Office.

The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Required

Skills and Abilities:

• Detail oriented and accurate, with strong organizational abilities. For example, monitor and execute workflow of high volume of forms, letters, agreements, and nominations.
• Strong interpersonal, verbal, and written communication skills with a wide range of constituencies.
• Proven ability to work successfully within a team environment and as an individual contributor. Ability to work independently and exercise sound judgment with minimal supervision in a fast-paced office environment.
• Professional with a high degree of tact, discretion, and confidentiality.
• Intermediate level (at minimum) proficiency with:
  Word, Outlook, Zoom, and MS Teams. Basic level (at minimum) proficiency with:
  Excel and Adobe Applications

Preferred

Skills and Abilities:

• Experience with PowerPoint and/or Qualtrics
• Experience with Yale University supply ordering and expense systems
• Experience submitting nomination applications for faculty awards

Principal Responsibilities:

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• 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.
• 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.
• Greets visitors. Answers and screens telephone…