Senior Administrative Assistant 2

Essential Duties

1.Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office.

Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3.

Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials.

Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5.

Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7.

Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities.

Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9.

Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

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.

Position Focus:

Reporting to the Operations Manager 2, Pulmonary, Critical Care, & Sleep (PCCSM), provide high level administrative support to Senior level faculty. Oversee and coordinate projects or work processes, distribute and monitor the work of at least two regular FTEs as a lead worker.

Under limited supervision, exercise sound judgment and initiative in a high-volume position. Act as liaison on matters pertaining to section-related activities as directed by the Section Chief or the Operations Manager of PCCSM. Executes the Recruitment and Appointments & Promotions (A&P) process for faculty at all levels including ladder, non-ladder, training, voluntary, and visiting professors.

Leads and coordinates Triennial/Sabbatical Leave of Absence process. Management of the Pulmonary Administrative Staff Microsoft TEAMS channel, maintaining structured communication, focused communications, and document collaboration amongst the Senior Administrative Assistants staff. Serves as Event Coordinator for the section, liaison with vendors on event-related matters.

Maintains direct contact with personnel from various outside organizations and university departments associated with scheduled events. Serves and section's expert on preparations of CV1 and CV2.

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.