Overview
Administrative Assistant II Jobs in Washington, DC at Akima
Senior Administrative Assistant
Academic and Scientific Affairs – YSM Faculty Affairs
94781BR
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
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
37-55 College Street New Haven, CT 06510
Work Model
Hybrid
Position Focus:
Under the direction of the Associate Director of Faculty Affairs, provides a high level of administrative and faculty support for the Office of Academic & Professional Development – Faculty Affairs. Position requires the ability to exercise independent judgment and multi-tasking in a collaborative environment. This role serves as first line of response for the office, answering the phone, assisting visitors, and maintaining the office email address. The primary responsibilities include, but are not limited to, aiding in the daily operations of the office including triaging emails, ordering supplies, overseeing the maintenance of the office computer systems and printers, interacting with vendors, and maintaining contact lists. Role handles highly sensitive and confidential information, and requires regular interactions with personnel from other sections, departments, and agencies.
This is a hybrid role. Employees within the Office of Academic & Professional Development – Faculty Affairs are currently working on campus each Wednesday and Thursday, and work remotely the remainder of the week. This schedule is subject to change in accordance with current and future operational needs.
Essential Duties:
Facilitates the Board of Permanent Officers (BPO) process by preparing agendas, ballots, and the attendance sheet. Facilitates meeting schedule to ensure presenters are available; works with the Communications Office to send emails to committee members about the meetings. Informs Faculty Affairs Coordinators of BPO outcomes.
Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to faculty, and staff on policies, procedures, programs, and office activities. Determines administrative, facility, and equipment needs for meetings. Assembles and arranges for necessary items.
Facilitates functions of the faculty life cycle including term, offer, and salary letters, faculty leaves of absence, terminations, and processing unemployment.
Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. Formats, proofreads, and edits correspondence, reports, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation.
Performs additional functions incidental to office activities.
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:
Demonstrated administrative support skills. Proven ability to prepare complex meeting schedules reaching across the University at all levels.
Required Skill/Ability 2:
Excellent computer skills including proficiency using Microsoft Outlook, Word, Excel, PowerPoint. Knowledge of Windows and Microsoft Products. Ability and willingness to learn new technology and processes.
Required Skill/Ability 3:
Proven ability to function effectively independently as well as part of a team. Excellent interpersonal skills. Ability to exercise good judgment and to take initiative. Ability to handle multiple priorities, interruptions and deadlines.
Required Skill/Ability 4:
Ability to take initiative, prioritize work and meet deadlines for varying initiatives and deliverables supporting the School of Medicine.
Required Skill/Ability 5:
Ability to multitask; highly detail-oriented with excellent organizational skills. Ability to prioritize work assignments among conflicting demands and work independently.
Preferred Education, Experience and Skills:
Demonstrated experience with systems such as Salesforce, Workday, Interfolio, OnBase, or SciQuest preferred. Prior experience working in a medical school, academic, or hospital setting preferred.
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 II
Company: Akima
Location: Washington, DC
