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Under the direction of the Multiple Sclerosis and Neuropsychology Section Chief's and Assistant Administrator, the Senior Administrative Assistant will provide clerical and administrative support of the daily operations. Such support includes: fellowships, managing complex calendars, scheduling meetings, providing cross-coverage with other Senior Administrative Assistants, coordinating activities for conferences, workshops and meetings, handling office supply orders, processing of transactions including P-card transactions, check requests, reimbursements and invoices, website editing and performing other activities as required.
1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.
Required Skill/Ability 1:
Demonstrated ability to gather, compile organize and manipulate data to create reports with attention to detail, proofreading of correspondence and reports; maintain ongoing administrative logs and related materials and write correspondence for distribution as required.
Required Skill/Ability 2:
Ability to manage a broad variety of tasks and shifting priorities in a changing environment with demonstrated attention to detail skills and the ability to meet all deadlines. Ability to have verifiable record of excellent attendance and ability to maintain confidentiality.
Required Skill/Ability 3:
Excellent computer skills using PC. Demonstrated advanced skills in MS Word, Excel, PowerPoint and Outlook calendaring. Ability to correctly and efficiently complete online University forms and entries into electronic systems.
Required Skill/Ability 4:
Demonstrated ability to work as a team player in a demanding environment, but can work independently as well. Ability to have excellent interpersonal skills including customer service focus and a positive attitude with faculty, patients, administration and colleagues. Ability to support faculty, fellows and staff as deemed necessary.
Required Skill/Ability 5:
Demonstrated ability coordinating complex travel arrangements, including international travel following through with reconciliation. Ability to correctly and efficiently complete online University forms and entries into University electronic systems.
Preferred Education, Experience and Skills:
Experience with Workday, Egencia, iExpense, SciQuest.and Eglobal shipping preferred.
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.* The salary listed in the header is an estimate based on salary data for similar jobs in the same area. Salary or compensation data found in the job description is accurate.
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