Sr. Admin Assistant- Neurosurgery Chair’s Office-Yale University

Job Description

Job Title: Sr. Admin Assistant- Neurosurgery Chair’s Office

Company: Yale University

Location: Yale, MI

Pay:

AI Pay Analysis: To analyze the hourly rate for the “Sr. Admin Assistant- Neurosurgery Chair’s Office” in Yale, MI, it is essential to compare it against industry standards and regional wage trends. Typically, the hourly wage for a senior administrative assistant can range from $18 to $30, depending on experience and specific responsibilities, with urban areas generally offering higher pay due to the cost of living. In Michigan, especially in less populous areas like Yale, salaries may trend towards the lower end of this spectrum. If the offered rate aligns with or exceeds $25 per hour, it would be considered competitive and reflective of the role’s responsibilities, particularly within a specialized medical environment. If the rate is below this threshold, it may be less competitive, especially given the need for specialized administrative skills in a healthcare setting.

Job description:
Essential Duties

1. Oversee and coordinate administrative, programmatic, and office activities, establishing and implementing effective procedures and systems. Serve as the principal 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. Oversee the preparation of materials for grants, contracts, and budgets, while monitoring expenditures and reconciling financial statements.

3. Provide editorial support for a journal or publication by proofreading and editing materials for grammatical and factual accuracy. Track content through various editing and production stages, and liaise with authors, printers, and others involved in the publishing process.

4. Assess administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assemble and arrange necessary items while gathering, compiling, and analyzing data. Summarize findings and draft reports or sections of reports accordingly.

5. Welcome visitors and manage incoming telephone calls, assessing the nature of inquiries and responding to requests for information and assistance. Screen and respond to mail efficiently.

6. Format, type, proofread, and edit correspondence, reports, manuscripts, grants, and other documents, ensuring completeness, accuracy, and appropriate signatures. Compose substantive correspondence and written materials when necessary.

7. Coordinate travel arrangements and schedule meetings and appointments. Maintain an inventory of supplies and take minutes or dictation as required. Perform additional functions related to office activities as needed.

Required Education and Experience

A minimum of six years of related work experience, with at least four years in the same job family at a lower level, in addition to a high school diploma; or four years of related work experience combined with an Associate’s degree; or minimal work experience coupled with a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

Evening Hours Required?

Occasional

Duration Type

Regular

Work Week

Standard (Monday through Friday with an equal number of hours each day)

Drug Screen

No

Health Screening

No

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include checks related to motor vehicle records, DOT certification, drug testing, and credit history based on job requirements. Employment offers are contingent upon the successful completion of the background check. For additional details on the background check process, please refer to the “Learn about background checks” section under Applicant Support Resources on the It’s Your Yale website.

Searchable Job Family

Secretarial

External Gateway Posting Date

13-Nov-2024

Total Hours to be Worked

37.5

Position Focus

This hybrid role requires a minimum of three days per week on campus, though flexibility is essential as on-campus attendance may be needed more frequently based on departmental needs. External candidates should expect to work full-time on campus during the initial training period to facilitate a smooth transition. This position reports directly to the Chief of Staff for the Neurosurgery Chair’s Office and primarily provides high-level administrative support to the Department Chair, serving as the key administrative support for the Vice Chair of Faculty Affairs. Responsibilities include managing calendars, scheduling meetings, problem-solving, preparing and drafting correspondence, processing expense reports, and addressing various issues as they arise.

Key Responsibilities

Administrative Support:

– Manage complex calendars, ensuring that priorities are addressed and meetings are scheduled accordingly.
– Draft, review, and disseminate official correspondence, reports, and documentation.
– Serve as a point of contact for internal and external stakeholders, ensuring timely and accurate communication.
– Process and track expense reports for the Chair and Vice Chair, ensuring compliance with organizational policies.

Event Coordination:

– Coordinate, schedule, and facilitate key departmental events such as Grand Rounds, QI meetings, and other conferences, utilizing Zoom, Teams, and in-person venues.
– Arrange travel, lodging, and local accommodations for guest speakers and visitors.
– Create and distribute promotional materials, including posters and event announcements for conferences and department events.
– Organize hospitality arrangements, including dinners and reservations for speakers, presenters, and visiting faculty.

Departmental Meeting Support:

– Assist in scheduling and managing logistics for departmental meetings, including faculty meetings and committee sessions.
– Ensure timely preparation and distribution of meeting materials.
– Maintain and update departmental meeting schedules as necessary.

Additional Duties as Assigned.

Confidentiality and Interpersonal Interaction

This position requires handling highly sensitive and confidential information. The candidate must maintain discretion and professionalism in all interactions, frequently liaising with personnel from other departments, sections, and external agencies.

Preferred Education, Experience, and Skills

Candidates should possess flexibility with scheduling and prior experience working in an academic setting, supporting high-level faculty.

Posting Disclaimer

This job description serves as a representative summary of the essential functions required for the position and should not be construed as a definitive declaration of specific duties and responsibilities. Employees will receive job-related duties specific to their hiring departments.

Compensation Grade

Labor Grade D

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Supervisory Organization

Neurosurgery – Office of the Chair

Time Type

Full-time

Required Skills and Abilities

1. Ability to manage a wide range of tasks and shifting priorities in a dynamic environment with exceptional attention to detail and a track record of meeting deadlines. Demonstrated reliability, confidentiality, and excellent attendance.

2. Proven strong communication and interpersonal skills with the capability to interact effectively with various stakeholders both within and outside the organization.

3. Demonstrated administrative competencies including calendaring, expense processing, and orchestrating large meetings (in-person and via Zoom/Teams), alongside intermediate to advanced proficiency in Microsoft Word, Excel, PowerPoint, and Outlook.

4. Ability to adapt to and manage a diverse array of tasks and changing priorities while demonstrating initiative and careful attention to detail.

5. Proven capability to work collaboratively as a team player in a demanding environment, while also being able to work independently. Excellent interpersonal skills, including customer service orientation and a positive demeanor when interacting with faculty, patients, administrators, or colleagues. Proven ability to support faculty, fellows, and staff as needed.

Note

Yale University maintains a tobacco-free campus.

Wage Ranges

Click to see our Wage Ranges.

Work Model

Hybrid

Job Posting Date: Fri, 15 Nov 2024 08:51:09 GMT

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