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Overview

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
1. Detail oriented and accurate, with strong organizational abilities. For example, monitor and execute workflow of high volume of forms, letters, agreements, and nominations. 
2. Strong interpersonal, verbal, and written communication skills with a wide range of constituencies.
3. 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.

4. Professional with a high degree of tact, discretion, and confidentiality.

5. 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
1. Experience with PowerPoint and/or Qualtrics

2. Experience with Yale University supply ordering and expense systems

3. Experience submitting nomination applications for faculty awards

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.