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Senior Administrative Assistant - HR Coordinator

Job Description


07-Aug-2023

Urology

83275BR


University Job Title

Senior Administrative Assistant


Bargaining Unit

L34 - Local 34 (Yale Union Group)


Compensation Grade

Labor Grade D


Wage Ranges

Click here to see our Wage Ranges


Searchable Job Family

Secretarial


Total # of hours to be worked:

37.5


Work Week

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


Work Location

Medical School Campus


Worksite Address

310 Cedar Street
New Haven, CT 06510


Position Focus:

This position reports to the Manager of Faculty/Staff Affairs and is part of the Integrated Business Office with the Department of Urology and Department of Obstetrics, Gynecology & Reproductive Sciences.  The role is responsible for coordinating activities related to faculty, staff, researchers and visitors (e.g.,  faculty affairs, appointments/promotions, faculty/staff recruitment, faculty credentialing, recruitment ads, postdoctoral/postgraduate/visiting researchers, on and off-boarding, and coordination of the processes involved (Workday, Interfolio, Request for Position (RFP), Review/Promotion/Tenure (RPT), STARS, Postdoctoral Affairs Office and OISS).  Assistance with faculty/staff-related projects as needed. This position handles confidential/sensitive information which requires a high level of discretion. 


Essential Duties

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 Education and Experience

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.


Required Skill/Ability 1:

Superior customer service skills and attention to detail.  Ability to take initiative, follow-through and coordinate changing priorities.


Required Skill/Ability 2:

Intermediate to advanced proficiency with Word/Excel/Outlook/Zoom.


Required Skill/Ability 3:

Strong verbal and written communication skills with ability to respond in a professional and timely manner.


Required Skill/Ability 4:

Strong ability to be a team player and work collaboratively with faculty/staff and exhibit professionalism with all organizational levels (in and outside of Yale University).


Required Skill/Ability 5:

Strong organizational skills.


Preferred Education, Experience and Skills:

Prior experience in Human resources. Experience in a healthcare environment Proficiency in Workday, STARS, Interfolio, RFP and RPT. Experience/knowledge of Yale faculty and staff policies/procedures. Knowledge of Teams.


Weekend Hours Required?

Occasional


Evening Hours Required?

Occasional


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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.


COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines


Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.


EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).


Note

Yale University is a tobacco-free campus


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