STARS Requisition number
94284BR
Posting Position Title
Headache Fellowship Coordinator/ Sr. Admin Asst
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.
Duration Type
Regular
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Senior Administrative Assistant
Worksite Address
15 York Street
New Haven, CT 06510
Work Location
Medical School Campus
Drug Screen
No
Health Screening
No
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.
Searchable Job Family
Secretarial
External Gateway Posting Date
01-May-2025
Total # of hours to be worked:
37.5
Position Focus:
This provides operational and administrative support to the faculty of the section of General Neurology and Memory Disorders for Yale School of Medicine. Serves as senior administrative assistant to the clinical chiefs, designated faculty and the Headache fellowship director. Assists the fellowship director in daily program management efforts such as: weekly conferences, CME coordination, disseminating evaluations and summary reports. Provides direct support to 2 Headache fellows including on and offboarding, clinic schedules, time off requests and other items as needed. Serves as liaison with faculty, staff members, fellows, guest lecturers, and YNHH’s GME and House Staff office. Monitors expenditures for the faculty and reconciles financial statements. Compiles, synthesizes and manipulates data for the section. Summarizes findings and writes reports as needed. Composes correspondence and written material for the division. Coordinates travel arrangements. Schedules and coordinates meetings, appointments, symposia, retreats and lectures. Organizes and publishes section attending service schedule. Takes minutes for section division meetings. Orders and maintains an inventory of office supplies. Performs additional functions as needed to optimize office activities.
Preferred Education, Experience and Skills:
Experience coordinating Travel.
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:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).
Compensation Grade
Labor Grade D
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Supervisory Organization
Neurology - Education Program
Time Type
Full time
Required Skill/Ability 1:
Demonstrated experience in an administrative support position. Demonstrated experience processing expenses. Ability to manage a variety of tasks and shifting priorities in a changing environment with careful attention to detail. Excellent interpersonal skills including customer service focus and a positive attitude with faculty, administration, colleagues and trainees.
Required Skill/Ability 2:
Demonstrated professional experience with calendar management. Ability to type, format and proofread a variety of correspondence and reports; maintain ongoing administrative logs and related materials and write correspondence for distribution as required. Ability to provide clerical functions such as copying, faxing, filing, mailings etc.
Required Skill/Ability 3:
Demonstrated ability to work as a team player in a demanding environment but can work independently as well. Superior Computer skills with MS Word, Excel, PowerPoint, and Outlook calendaring. Demonstrated ability to gather, compile, organize and manipulate data to create reports or summaries.
Required Skill/Ability 4:
Superior organizational, oral, and written communication skills with ability to multitask. Ability to support faculty, fellows, and staff. Demonstrated ability to coordinate components to ensure completeness accuracy and timeliness to deadlines.
Required Skill/Ability 5:
Ability to correctly and efficiently complete online University forms and entries into University electronic systems including iExpense, SciQuest, etc.
Note
Yale University is a tobacco-free campus
Wage Ranges
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Work Model
Hybrid
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