Overview
Scheduling Coordinator/Administrative Assistant Jobs in United States at Fox Fire Safety, Inc.
Senior Administrative Assistant
Emergency Medicine
95427BR
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
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
301 Cedar Street
New Haven, CT 06519
Work Model
On-site
Position Focus:
Reporting to the Assistant Director for Research, the Senior Administrative Assistant provides a high level of administrative and specialized technical support to the research faculty in the Department of Emergency Medicine.
Under limited supervision, this role requires the ability to exercise judgment and initiative while demonstrating strong attention to detail and managing multiple tasks in a fast-paced environment. The Senior Administrative Assistant will cultivate and maintain strong working relationships with research faculty, Principal Investigators, lab members, sponsors, and other key stakeholders.
The Senior Administrative Assistant provides substantive administrative support to the Department, including detailed management and tracking of information. They maintain consistent engagement with research faculty, departmental administration, research trainees and candidates, and other research colleagues. Responsibilities include coordinating business activities related to travel and reimbursements with a high level of detail and processing a high volume of expense reports with high accuracy. The role places a strong emphasis on managing complex and dynamic faculty calendars, ensuring seamless scheduling of meetings, appointments, and academic commitments. A key responsibility includes coordinating a wide range of professional events and meetings—handling all aspects of planning, from securing venues and managing invitations to organizing catering and overseeing logistical details. In addition, the Senior Administrative Assistant supports the Section by maintaining equipment and supplies, providing professional and confidential administrative support, and collaborating closely with other staff to ensure efficient distribution of general responsibilities. Occasional overtime may be required as needed.
In addition to research, the Senior Administrative Assistant will support broader departmental functions, including but not limited to faculty affairs, communications, 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 collaboration 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.
The role will be fully on-site 5 days/week for the first 90 days, it will then convert to Hybrid (3 days/week).
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 high-level executive support, demonstrating initiative, independent judgment, and problem-solving skills. Capable of managing complex issues, addressing urgent priorities, and escalating appropriately with minimal supervision.
Required Skill/Ability 2:
Proven experience in managing complex travel, calendaring, meetings, events, and conferences. Accurately processes expenses and financial transactions, including high volumes of expense reports, while ensuring compliance with institutional policies and timelines.
Required Skill/Ability 3:
Highly organized with the ability to manage shifting priorities, conflicting deadlines, and fluctuating workloads. Skilled at coordinating multiple tasks efficiently in fast-paced, high-pressure environments while maintaining attention to detail.
Required Skill/Ability 4:
Advanced writing, editing, and proofreading abilities with excellent grammar and spelling. Strong verbal communication and interpersonal skills; adept at engaging diverse groups and handling sensitive matters with professionalism and discretion.
Required Skill/Ability 5:
Ability to maintain confidentiality and exercises discretion when handling sensitive information. Advanced proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, with experience supporting daily operations through reliable technical and administrative tools.
Preferred Education, Experience and Skills:
Bachelor’s degree and at least three years of progressively responsible professional experience in higher education, with a specific focus on faculty support roles. Proven experience within academic medicine or healthcare organizations.
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: Scheduling Coordinator/Administrative Assistant
Company: Fox Fire Safety, Inc.
Location: United States
