Yale University is hiring: Senior Administrative Assistant in New Haven

Pediatric Neonatology Administrative Assistant

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Hourly Range: 31.05

Overview: This position reports directly to the Administrative Supervisor for the section of Pediatric Neonatology. The primary responsibility of the position is to assist in managing the day-to-day office operations of the section while providing a high level of administrative support to attendings and advanced practice providers. This position will work cooperatively with other member(s) of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects and the improvement of work processes. This position will personally provide administrative assistance to faculty and staff by: supporting faculty members in the performance of their duties; managing calendars and schedules; identifying and solving problems; working with NICU GRAD clinics; coordinating meetings and conferences; fellowship assistance; faculty recruitment; preparing correspondence; maintaining Q-Genda on call schedule; coordinating with other sections and departments on behalf of the faculty; managing patient feedback and data; ordering materials; managing travel; managing licenses and certifications; and effectively dealing with other tasks and/or issues as they arise. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments and agencies.

Required Skills and Abilities:

• Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty and/or staff. Strong problem solving and organizational skills.
• Intermediate to advanced proficiency with Microsoft Outlook, Word, Excel and PowerPoint.
• Demonstrated excellence while working in a team-oriented environment. Strong interpersonal, communication and negotiation skills.
• Ability and desire to assist in managing the day-to-day office activities on behalf of the Section Chief and faculty.
• Ability to manage multiple schedules, including but not limited to section event calendars, service/attending schedules, and calendars for supported faculty members.

Preferred Education, Experience and Skills: Experience in providing administrative support within a medical school setting and the use and knowledge of Research processes, EPIC and Q-Genda is strongly preferred.

Principal Responsibilities:

• Oversees and coordinates administrative, program, and office activities.
• Oversees, instructs, and coordinates activities of support staff.
• Provides editorial support for a journal/publication.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business.
• Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material.
• Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies.

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.

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.

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.

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