Essential Duties1. 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 ExperienceSix 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.Weekend Hours Required?NoEvening Hours Required?OccasionalDuration TypeRegularWork WeekStandard (M-F equal number of hours per day)Drug ScreenNoHealth ScreeningNoBackground Check RequirementsAll 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.Searchable Job FamilySecretarialExternal Gateway Posting Date17-May-2024Total # of hours to be worked:37.5Position Focus:Provide high-level administrative support to faculty in the section of Pulmonary, Critical Care, and Sleep Medicine. Under limited supervision, exercise sound judgement and initiative in a high-volume position. Act as a liaison on matters pertaining to section-related activities as directed by the Section Chief or the Section Administrator. Provide coordination of faculty calendars, arrange faculty travel and events, and complete expense reports.Preferred Education, Experience and Skills:Preferred knowledge of University systems; SciQuest, iExpense, and eShipGlobal. Proven experience working in a clinical environment/patient interaction. Handling business travel arrangements, calendaring, and expense reporting. Ability to compile information from written sources and conversations with individuals by asking questions and researching information and handle sensitive information.Posting DisclaimerThe 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.Compensation GradeLabor Grade DBargaining UnitL34 - Local 34 (Yale Union Group)Supervisory OrganizationInternal Medicine - AdministrationTime TypeFull timeRequired Skill/Ability 1:Superior verbal and written communication skills; ability to work productively under pressure with varied interruptions.Required Skill/Ability 2:Demonstrated strong attention to detail.Required Skill/Ability 3:Demonstrated proficiency with Microsoft Word, Excel, PowerPoint and Outlook.Required Skill/Ability 4:Ability to work independently and be self-motivated.Required Skill/Ability 5:Ability to maintain a professional, positive demeanor and work cooperatively with co-workers and supervisor to maintain a proficient and pleasant work environment.NoteYale University is a tobacco-free campusCOVID-19 Vaccine RequirementThe 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:Wage RangesClick to see our Wage RangesWork ModelHybrid
