Overview
Administrative Assistant Jobs in Las Vegas, NV at Hilton Grand Vacations
Senior Administrative Assistant
Emergency Medicine
94316BR
University Job Title
Senior Administrative Assistant
Bargaining Unit
L34 – Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Administration, Secretarial
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Medical School Campus
Worksite Address
464 Congress Avenue
New Haven, CT 06519
Work Model
On-site
Position Focus:
Reporting to the Chief of Staff of Emergency Medicine, with oversight from the Executive Assistant to the Chair and team lead, the Senior Administrative Assistant will provide high-level administrative and clerical support to the Vice Chair for Faculty Affairs and Development. This role will serve as the primary point of contact for faculty affairs processes, ensuring their coordination, efficiency, and compliance. The ideal candidate will have exceptional administrative and interpersonal skills, contributing to a professional and collaborative departmental environment.
In addition to faculty affairs, the Senior Administrative Assistant will contribute to broader departmental functions, including communications, research, clinical operations, and medical education. This includes maintaining faculty-related records, ensuring compliance with institutional standards, and supporting departmental operations.
The role will also involve participation in special projects, working alongside leadership to improve processes, enhance efficiency, and support strategic initiatives. Additional administrative duties may be assigned to adapt to the evolving needs of the department.
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.
Required Skill/Ability 1:
Proven experience in an administrative support role, demonstrating initiative, independent judgment, and problem-solving skills. Ability to manage complex issues, address urgent priorities, and escalate appropriately.
Required Skill/Ability 2:
Strong organizational skills with the ability to prioritize tasks, meet conflicting deadlines, and adapt to fluctuating workloads. Proven experience in complex scheduling, meetings, events, conferences, and project coordination.
Required Skill/Ability 3:
Ability to handle sensitive and confidential information with discretion, maintaining professionalism and trust in all interactions. Ability to remain composed in high-pressure situations, de-escalating conflicts and maintaining constructive dialogue. Skilled in interacting with diverse groups and handling sensitive matters requiring judgment and discretion.
Required Skill/Ability 4:
Strong communication, organizational, and interpersonal skills. Self-motivated, with the ability to take initiative, problem-solve, and exercise independent judgment.
Required Skill/Ability 5:
Advanced skills in Microsoft Outlook, Word, Excel, and PowerPoint. Proven experience in processing financial transactions and managing expense reports. Willingness to learn new technology and systems. Strong understanding of office tools, systems, and troubleshooting.
Preferred Education, Experience and Skills:
Bachelor’s Degree. A minimum of 3 years of progressively responsible professional experience in higher education, with experience in faculty and/or academic affairs. Familiarity with faculty appointments, recruitment, and workload models. Proven experience working with confidential faculty information. Proven experience with Interfolio and Workday.
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.
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).
Note
Yale University is a tobacco-free campus
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Title: Administrative Assistant
Company: Hilton Grand Vacations
Location: Las Vegas, NV
