Executive Assistant, Chair’s Office-Yale University

Job Description

Job Title: Executive Assistant, Chair’s Office

Company: Yale University

Location: Yale, MI

Pay:

AI Pay Analysis: To accurately analyze the hourly rate for an “Executive Assistant, Chair’s Office” in Yale, MI, it would be essential to know the specific rate being offered. However, as a general benchmark, executive assistant positions typically range from $20 to $35 per hour, depending on experience, specific responsibilities, and regional cost of living. In smaller towns like Yale, the rate can be at the lower end of this spectrum compared to larger urban areas. To determine if the rate is competitive, it would need to be compared to similar roles in nearby cities or regions, as well as taking into consideration the unique responsibilities associated with a Chair’s Office position, which may command a higher salary due to the nature of supporting executive-level functions. In summary, the competitiveness of the hourly rate would depend on its specific value relative to industry standards in the region and the role’s demands.

Job description:

1. Lead a unit or function by overseeing and coordinating projects or workflows, while distributing tasks among a minimum of two full-time employees.
2. Direct daily office operations, including managing calendars and phone calls, assessing issues, and escalating them as necessary. Serve as the primary source of information regarding policies, procedures, programs, and office activities, while monitoring and controlling the office budget and expenditures.
3. Engage in special projects across various topics by identifying project needs, conducting thorough research, gathering and analyzing data, and preparing timely updates. Maintain documentation, track progress, generate reports, and create presentations, ensuring appropriate follow-up.
4. Conduct ongoing reviews of departmental processes and systems to develop, implement, and oversee procedures aimed at streamlining operations, reducing duplication, and enhancing efficiency throughout the department.
5. Monitor and prioritize communications for action and review, providing essential background information for decision-making, flagging time-sensitive materials, and initiating necessary follow-up.
6. Compose and coordinate substantive communications, reviewing outgoing materials for accuracy and completeness, and developing or producing presentation materials.
7. Prioritize, assign, and monitor work among department administrative support staff, establishing clear standards and expectations. Ensure adequate coverage to meet departmental priorities and facilitate collaboration between teams.
8. Attend meetings and take minutes, while performing additional responsibilities as necessary to support office objectives.
9. Welcome visitors and manage incoming calls by assessing the nature of inquiries, responding to requests for information, and providing assistance. Screen and respond to correspondence.
10. Undertake other duties as assigned.

Required Education and Experience
Eight years of relevant work experience, six of which must be in the same job family at the next lower level, along with a high school education; or six years of relevant work experience combined with an Associate’s Degree; or two years of relevant work experience coupled with a Bachelor’s Degree; or a suitable equivalent combination of education and experience.

Position Focus
Reporting to the Chair of the Department of Ophthalmology & Visual Science and the Administrative Manager, this senior aide role is responsible for managing the flow of information and individuals through the Chair’s office, representing the Chair’s interests in interactions with other Yale offices, Yale-New Haven Health, various institutions, and stakeholders including faculty, staff, students, alumni, and international visitors. The position entails leading a team of seven administrative staff to ensure streamlined daily operations and alignment with departmental objectives. Responsibilities include delegation of tasks, offering guidance and feedback, fostering collaboration, and mitigating team challenges while emphasizing workflow optimization, staff development, and resource allocation.

Candidates must exhibit strong leadership and communication skills to maintain operational efficiency and promote a high-performing, cohesive team. Given the sensitive and confidential nature of the information handled, this role requires planning, overseeing, and coordinating a high volume of administrative activities for the Office of the Chair. Responsibilities encompass independently managing the Chair’s schedules, meetings, events, and travel, employing discernment in prioritizing tasks and resolving conflicts. The individual will be the primary contact for high-level dignitaries and responsible for all internal administrative inquiries, ensuring effective workflow and schedule management.

Key duties include drafting and editing correspondence, organizing meetings (including scheduling, sending reminders, gathering documentation, and coordinating travel), triaging essential documents requiring the Chair’s approval (such as reappointments and credentialing paperwork), and managing logistics for events and conferences. Additionally, responsibilities cover preparing correspondence, submitting EMS reports, managing conference room reservations, coordinating technical requirements, and overseeing office supplies. The selected candidate may also participate in special projects, creating materials such as PowerPoint presentations and reports under the guidance of the Administrative Manager, while handling confidential information with discretion.

Preferred Education, Experience, and Skills
Experience with surgical scheduling and faculty affairs is advantageous.

Posting Disclaimer
This job description provides a representative summary of essential functions required for the role and should not be interpreted as a declaration of specific duties or responsibilities. Employees will receive particular job-related assignments from their hiring departments.

Compensation Grade
Labor Grade E

Bargaining Unit
L34 – Local 34 (Yale Union Group)

Supervisory Organization
Ophthalmology – Administration

Time Type
Full time

Required Skill/Ability 1
Demonstrated proficiency in high-level executive support, including calendar management, travel booking, and expense processing.

Required Skill/Ability 2
Highly developed communication skills, both oral and written. Proven ability to distill complex concepts into comprehensible language for diverse audiences. Ability to draft communications on behalf of the Chair, with priority given to candidates who provide a cover letter and writing sample.

Required Skill/Ability 3
Excellent interpersonal skills, capable of representing the Department effectively and collaborating with peers and external colleagues. Proven ability to navigate complex issues, crises, and sensitive situations with discretion and strong problem-solving capabilities.

Required Skill/Ability 4
Ability to exercise sound independent judgment, intuition, and common sense with strong attention to detail. Proven capability to prioritize and manage a complex workload in a fast-paced, multi-tasking environment.

Required Skill/Ability 5
Proficient in various computer applications, including MS Word, Excel, PowerPoint, Epic, Workday, and SciQuest, with the ability to design promotional and informational materials as needed.

Note
Yale University maintains a tobacco-free campus.

Wage Ranges
Click to see our Wage Ranges.

Work Model
Hybrid

Job Posting Date: Sat, 23 Nov 2024 00:12:13 GMT

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