Senior Administrative Assistant

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Overview Reporting to the Administrative Operations Manager, this position provides a high level of administrative and clerical support to the Section of Endocrinology in the Department of Internal Medicine. Under limited supervision and exercising independent judgment and initiative, assist with coordination of academic and business activities related to travel, reimbursements, expense report management, faculty affairs (appointments and promotions), procurement, creation of inpatient attending schedules for the section, directly managing faculty schedules, and meeting and event coordination. Provide backup support to other administrative office staff as necessary, including backup coverage for a clinical receptionist. Provide support to the Clinical Director of the Yale Bone Center. May perform other duties as assigned. Required Skills and Abilities Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast‑paced environment. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook); advanced technology skills such as Workday, Epic, and other administrative or financial software. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment. Preferred Skills and Abilities Event Planning: Proven experience in organizing and coordinating events, including logistics, catering, and travel arrangements. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting. Principal Responsibilities Oversees and coordinates administrative, program, and office activities; establishes, selects, and implements office procedures and systems; serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. Oversees, instructs, and coordinates activities of support staff; prepares materials for grants, contracts, and budgets; monitors expenditures and reconciles financial statements. Provides editorial support for a journal/publication, proofreading, and editing material for grammatical and factual accuracy; tracks copy through editing and production stages; communicates with authors, printers, and others involved with published work. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assembles and arranges necessary items; compiles, synthesizes, and manipulates data; summarizes findings and writes reports or report portions. Greets visitors; answers and screens telephone calls; assesses the nature of business; responds to requests for information and provides assistance; screens and responds to mail. Formats, keyboard, proofs, 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. 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. 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 position. Employees will be assigned specific job‑related duties through their hiring department. University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. 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). Yale University is a tobacco‑free campus. #J-18808-Ljbffr