Senior Administrative Assistant

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Hourly Range

31.05

Overview

Reporting to the Administrative Services Supervisor and exercising independent judgement and initiative, will provide high level administrative support for faculty members in the Department of Urology, including the Department Chair.

Faculty Support: Serve as a key contact and support several faculty by maintaining several complex calendars, scheduling and coordinating in-person and virtual meetings in multiple time zones with internal as well as external stakeholders. Requesting the addition or cancellation of clinics. Assist faculty with domestic and international travel, licensure, credentialing, and CV maintenance. Provide procurement/financial administrative support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Assist in assembling materials as directed for preparation of meetings, grants, and publication submissions. Formats, proofread, and edits correspondence, reports, and other material. Will require broad knowledge of departmental activities and programs.

Departmental Support: Provide support for events, projects, and recruitment efforts which may require: researching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas/itineraries, travel arrangements, taking minutes or dictation, identifying and anticipating all needs and accommodations for these events as required. Review outgoing material for completeness and accuracy. Gather, compile, and organize data to create reports or summaries. Occasional overtime as needed during evening and weekends.

Office Support: Identify problems with workflow and equipment and make suggestions for improvements. May order, stock and distribute office supplies, mail and packages. Greets visitors. Answers and screens telephone calls. Provides administrative back-up to colleagues. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support. Provide backup support as needed to other admins which may include but are not limited to faculty, event, and educational program support. Performs other duties as assigned as necessary to maintain highest level of customer service.

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.Demonstrated initiative and follow-through on projects, taking ownership for assigned functions. Demonstrated Ability to manage multiple calendars and maintain accurate records. Demonstrated experience processing expense's. Demonstrated experience coordinating travel arrangements.

2. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines with great attention to detail. Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team.

3. Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, PowerPoint as well as the ability and willingness to learn new technology and systems.

4. Excellent verbal, written and interpersonal communication skills. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials. Excellent customer service skills and the ability to interact well with a diverse population.

5. Excellent attendance record, punctuality, and reliability. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. Ability to exercise good judgment.

Preferred Education, Experience and Skills

1. Proven experience in academic healthcare setting, supporting faculty.

2. Proven experience with procurement.

3. Familiarity with: Beatrix, World Travel, SciQuest, Zoom, Qualtrics, and Workday.

4. Proven experience in event planning and logistics with AV technology. Knowledge of Yale financial policies.

5. Proven experience in research grant funding or grant administration.

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.

Job Posting Date

11/03/2025

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Location

789 Howard Avenue, New Haven, Connecticut

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

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air. HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

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.