Senior Administrative Assistant-Yale University

Job Description

Job Title: Senior Administrative Assistant

Company: Yale University

Location: Yale, MI

Pay:

AI Pay Analysis: To provide an accurate analysis of the hourly rate for a “Senior Administrative Assistant” in Yale, MI, it’s essential to consider the local cost of living and prevailing industry standards. Typically, the hourly wage for this role in Michigan ranges from $18 to $25, with more experienced professionals or those in high-demand sectors potentially earning higher. Yale, as a smaller city, may offer rates at the lower end of this spectrum, but competitive compensation also depends on specific duties, organization size, and available benefits. If the rate in question falls within or slightly above this range, it can be considered competitive; otherwise, it might not align well with the broader market.

Job description:
Essential Duties

1. Oversee and coordinate administrative, programmatic, and office activities, establishing and implementing efficient office procedures and systems. Serve as the primary source of information for students, staff, and faculty regarding policies, procedures, programs, and office activities.

2. Supervise, instruct, and coordinate the activities of support staff. Manage the preparation of materials for grants, contracts, and budgets, while monitoring expenditures and reconciling financial statements.

3. Provide editorial support for a journal/publication by proofreading and editing materials for grammatical and factual accuracy. Track documents through various editing and production stages and maintain communication with authors, printers, and other stakeholders involved in the published work.

4. Assess and determine the administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Gather and arrange necessary items while compiling and synthesizing data to summarize findings and contribute to reports.

5. Welcome visitors and manage telephone inquiries, assessing the nature of requests and responding with appropriate information and assistance. Screen and address incoming mail.

6. Format, type, proofread, and edit various documents, including correspondence, reports, manuscripts, grants, and other materials. Review outgoing material for completeness and accuracy, and compose substantive written communications.

7. Coordinate travel arrangements and schedule meetings and appointments. Maintain supply inventory and take minutes or dictation as required, while performing additional functions that support overall office activities.

Required Education and Experience

Candidates should possess six years of related work experience, with at least four years in the same job family at the next lower level, alongside a high school diploma; or four years of experience along with an Associate’s degree; or minimal experience coupled with a Bachelor’s degree in a relevant field; or an equivalent combination of education and experience.

Weekend and Evening Hours

Occasional availability for weekend and evening hours may be required.

Employment Conditions

All candidates will undergo pre-employment background screening, which may include checks on motor vehicle records, DOT certification, drug testing, and credit history, based on the role’s requirements. Employment offers are contingent upon the successful completion of this process.

Position Focus

The selected candidate will provide high-level administrative support to the Vice Chair for Education in the Department of Obstetrics, Gynecology & Reproductive Sciences, facilitating the clinical practice of faculty members and collaborating closely with the Medical Education Division. Core responsibilities encompass orchestrating operating room scheduling and communications with various stakeholders, coordinating patient care appointments, managing on-call schedules, and overseeing clinical template adjustments and surgical case bookings. Additional administrative duties include serving as a meeting coordinator for events like Grand Rounds and the Yale Obstetrical and Gynecological Society (YOGS) meetings, maintaining the Vice Chair’s calendar, arranging travel and accommodations, managing reimbursements, and procuring supplies. The role also includes providing backup support in the OBGYN Chair’s office as necessary.

Preferred Education, Experience, and Skills

Proficiency in Epic, demonstrated surgical scheduling experience, familiarity with Qgenda, and knowledge of Workday are preferred.

Compensation and Employment Details

The intent of this job description is to summarize the essential functions of the position and should not be construed as a comprehensive declaration of specific duties. Employees will be assigned particular job-related responsibilities by their hiring departments. This is a full-time position with a hybrid work model in a tobacco-free campus environment.

Job Posting Date: Sat, 16 Nov 2024 05:49:17 GMT

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