Sr. Administrative Assistant (68658BR)

position focus

Provide a high level of confidential administrative support within the academic units of Yale Nursing. Develop, implement, and maintain efficient office procedures and systems. Provide information to Faculty, students, and the general public on YSN policies and procedures. Compose, format, compile data and prepare first drafts of letters, memos, reports, PowerPoint presentations, course documents and other materials. Proofread, edit, and review materials for grammar, accuracy, and completeness. Schedule meetings, conference calls, and appointments as required and reserve rooms, and arrange for AV needs. Coordinate various School of Nursing events, order food, gather material and confirm attendance. Develop and maintain databases to track resources within the School including data entry and management of student exams, course evaluations, accommodations, and clinical assignments. Perform web-based searches to gather information as required by the division faculty. Coordinate travel arrangements; maintain records of travel expenditures; process expense reports and other business-related transactions, such as purchase orders, in support of the unit. Independently follow up to ensure all payments are received and are correct. Oversee and coordinate preparation of materials for special projects and various reports including accreditation, planning process, self-studies, and annual reports. Gather information from multiple sources, compile material in coherent fashion and prepare for presentations and distribution to groups. Provide staff support for one or more YSN committees, including taking and distributing minutes. Perform additional functions incidental to the activities of the academic program. Provide coverage for other administrative support staff, as necessary. In all work, supports YSN diversity and inclusion values and commitments.

A cover letter is required with this application.

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 skill/ability
  1. Demonstrated proficiency in an administrative support role. Demonstrated ability to manage expense reimbursements.  Excellent verbal and written communication skills. A cover letter is required with the application.
  2. Ability to prioritize work, handle complex or multiple work assignments, achieve high quality work outcomes, meet deadlines, and effectively solve problems independently as well as part of a team. Ability to regularly exercise good judgment and initiative on non-routine matters. Ability to be resourceful and proactive.
  3. Intermediate to advanced proficiency Microsoft Word, Excel (including experience with charts, graphs, some formulas), Outlook and basic PowerPoint. Familiarity with database software.
  4. Strong organizational and problem-solving skills with a high level of attention to detail. project and detail work, Strong interpersonal skills, composure, facilitative attitude, helpful and professional. Enjoys working in a team and independently.
  5. Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people and matters requiring a high level of discretion. Excellent attendance and reliability. Work experience following precise directions, understanding general policies and procedures, and implementing non-routine instructions.
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.

preferred education, experience, and skill

Bachelor’s degree. Experience with Qualtrics, Workday, Canvas and MedHub or eValue. Experience working with students (such as with Student Accessibility Services (SAS), student affairs, registration, or compliance issues). Understanding the framework in a clinical environment. Experience coordinating meetings and travel arrangements.

apply now

STARS Requisition Number: 66400BR