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Senior Administrative Assistant

Reporting to the Nurse Manager, the Senior Administrative Assistant supports the Yale Health mission and represents the department of Ob/Gyn both internally and externally. The Senior Administrative Assistant will provide high level administrative, computer and secretarial support while maintaining a consistently professional demeanor. Position ensures that workflow, projects and other requests are completed in a timely manner.
Dept/Section URL
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Essential Duties
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.
Demonstrated experience providing high-level administrative support, i.e., keyboarding, calendaring, coordination of clinical schedules, in a busy ambulatory care setting. Proficiency in MS Office Suite, including Word, Excel, Powerpoint, Visio and Access databases or similar. Thorough knowledge of HIPAA regulations and provisions.
Superb organizational skills with the ability to work independently, prioritize effectively, plan ahead and meet multiple competing deadlines with a high degree of accuracy in a fast-paced environment. Demonstrated ability to take initiative and follow-through with well-developed problem solving skills. Excellent time management skills.
Superb interpersonal and communication skills and the ability to effectively work and interact respectfully in a diverse environment. Ability to establish and positively manage relationships both internally and externally. Ability to work with poise and confidence while maintaining professionalism.
Flexibility and willingness to move between projects or tasks. Attention to detail in keyboarding, including proven proofreading abilities along with excellent grammar, spelling and punctuation.
Well-developed critical thinking skills and the ability to use sound independent judgment. Ability to manage confidential and sensitive information with tact and diplomacy. Ability to coordinate the activities and scheduling of support staff. Demonstrated exemplary record of attendance, punctuality and reliability, as attested by references.
Weekend Hours Required?
Evening Hours Required?
Drug Screen
Health Screening
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. Please visit for additional information on the background check requirements and process.
Posting Disclaimer
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 particular position. Employees will be assigned specific job-related duties through their hiring departments.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University's Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:
Yale University is a tobacco-free campus
*Original Posting Date:* 17-Nov-2017
*Supervisory Organization:* Yale Health - OB-GYN
*STARS Requisition number:* 47000BR
*University Job Title:* Senior Administrative Assistant
*Posting Position Title:* Senior Administrative Assistant
*Bargaining Unit:* L34 - Local 34 (Yale Union Group)
*Time Type:* Full time
*Duration Type:* Regular
*Compensation Grade:* Labor Grade D
*Work Location:* Central Campus
*Worksite Address:* 55 Lock Street New Haven, CT 06511
*Work Week:* Standard (M-F equal number of hours per day)
*Total # of hours to be worked:* 37.5
*Work Days/Hours (Other than Standard):* Full-time, 37.50 hours, generally M-F, 8:30 am - 5:00 pm. Occasional early mornings, evenings, weekends, holidays/recess periods may also be required.