Sr Admin Asst Urology Operations

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 intermediate proficiency with Microsoft Word, Excel and Outlook, PowerPoint as well as the ability and willingness to learn new technology and systems.



Required Skill/ability 2: Proven ability with financial transactions, such as processing expense reimbursements and invoices. Demonstrated initiative and follow-through on projects, taking ownership for assigned functions. Ability to manage multiple calendars and maintain accurate records.



Required Skill/ability 3: Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines with great attention to detail. Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team.



Required Skill/ability 4: Excellent verbal, written and interpersonal communication skills ability to craft and articulate messages for various audiences on behalf of the department. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment.



Required Skill/ability 5: Excellent attendance record, punctuality, and reliability. Strong work ethic and professional demeanor. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.



Preferred Education: Prior experience in a healthcare setting, preferably a medical school and supporting faculty. Prior experience in Yale systems: Beatrix, Concur, SciQuest, Zoom, Qualtrics, Epic and Workday. Prior experience with event planning and logistics including audio visual technology; as well as travel arrangements in professional capacity, calendar management, and processing expenses and reimbursement.



Work Week: Standard (M-F equal number of hours per day)



Posting Position Title: Senior Administrative Assistant



University Job Title: Sr Admin Asst Urology Operations



Preferred Education, Experience and Skills: Prior experience in a healthcare setting, preferably a medical school and supporting faculty. Prior experience in Yale systems: Beatrix, Concur, SciQuest, Zoom, Qualtrics, Epic and Workday. Prior experience with event planning and logistics including audio visual technology; as well as travel arrangements in professional capacity, calendar management, and processing expenses and reimbursement.

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.

About Yale University

Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.

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