Sr. Administrative Assistant- Chair's Office

Position Focus :

This is a hybrid position with a minimum of 3 days on campus. Candidate must be flexible and able to report to campus more than 3x per week if needed.

This position reports to the Chief of Staff for the Neurosurgery Chair’s office. The primary responsibility is to provide high level administrative support to the Chair's office and department as needed in the performance of their duties.

This includes managing calendars and schedules, identifying and solving problems, preparing correspondence, ordering supplies, processing expense reports and effectively dealing with other tasks and / or issues as they arise.

The role coordinates, schedules and runs several conferences including Grand Rounds, QI etc. via zoom / teams and In person that may also require booking travel and lodging, making dinner reservations and creating itineraries for guests / presenters.

Additionally, this role assists in scheduling departmental meetings (faculty meetings, town halls, etc.). This position handles highly sensitive and confidential information, and requires regular interaction with personnel from other sections, departments, and agencies.

Also responsible for additional duties as assigned.

Essential Duties

1. Serves as the principal source of information for students, prospective students, faculty, and staff regarding the University, the department and its majors and degrees, events, and academic and general systems, processes and procedures.

2. Monitors student records to ensure compliance with academic regulations and program requirements for graduation. Coordinates Senior Essay and Dissertation activities.

3. Processes graduate applications for admissions. Ensures compliance with administrative policies and procedures. Assists with online admission processing.

4. Updates, edits, writes, and coordinates production and distribution of admission, orientation, advising, and graduation materials and publications.

Coordinates and updates academic support related web pages. 5. Provides logistical and clerical support to the department chair, directors of undergraduate and graduate studies, faculty, students, and visitors.

Compiles progress reports and standard reports as needed. Maintains schedule of department-controlled teaching and research space.

6. Makes referrals and schedules appointments with appropriate faculty and staff as needed. Assists with course registration.

7. Participates in the testing of new processes and systems as requested. 8. 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 high school level education;

or four years of related work experience and an Associate's degree, or an equivalent combination of education and related experience.

Required Skill / Ability 1 :

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 2 :

Proven excellent communication and interpersonal skills and ability to interface with many others within the organization and externally.

Required Skill / Ability 3 :

Demonstrated administrative skills including calendaring, expense processing, organizing large meetings (in-person and via Zoom / Teams) along with intermediate to advanced experience using Microsoft Word, Excel, PowerPoint, and Outlook.

Required Skill / Ability 4 :

Ability to manage a broad variety of tasks and shifting priorities in a changing environment with careful attention to detail with demonstrated initiative.

Required Skill / Ability 5 :

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 or colleagues.

Proven ability to support faculty, fellows, and staff as deemed necessary.

Preferred Education, Experience and Skills :

Prior experience working in an academic setting supporting high-level faculty.

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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 :

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.