Overview
Senior Admin Assistant – Essentials & Beauty Jobs in Minneapolis, MN at Target
Orthopaedics & Rehabilitation Administration
94992BR
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
On-site
Position Focus:
The Program Coordinator manages administrative aspects of the ACGME-accredited Physical Medicine & Rehabilitation Residency Program. Ensures compliance with ACGME accreditation standards, supports faculty & residents, & facilitates the program’s daily operations. This role serves as primary point of contact for residents, faculty, & leadership. This role acts as a liaison for medical student’s rotations & shadowing opportunities. Reports to the Program Director & Division Chair, with direct supervision to the Division Administrator & Associate Administrator.
Job Duties:
Accreditation & Compliance: Ensure adherence to ACGME, Yale & departmental policies. Assist with accreditation processes (data collections, reporting, site visit preparation). Maintain up to date program documentation (e.g., accreditation reports, self-study materials, & milestone tracking). Support the Program Director with ACGME guidelines & compliance with accreditation standards. Coordinate faculty & resident participation in accreditation-related activities.
Curriculum & Program Management: Organize & coordinate didactic sessions, Grand Rounds, & academic conferences. Assist in curriculum development & updates. Maintain & track resident progress, ensuring timely completion or required educational components. Manage educational materials, online platforms, & other resources to support resident education.
Resident Support & Scheduling: Coordinate resident recruitment, including managing ERAS applications, scheduling interviews, & communicating with applicants. Oversee the onboarding process, ensuring all necessary documentation, training, & credentialling requirements are met. Maintain resident schedules, including clinical rotations, elective placements, & call assignments, while ensuring compliance with ACGME duty hour regulations. Serve as a resource for residents, addressing scheduling conflicts, leave requests, & wellness concerns. Coordinate resident evaluations & performance reviews.
Communication & Liaison: Act as primary contact for residents, faculty, leadership, & external organizations. Facilitate communication between program leadership & residents, ensuring timely dissemination of updates & information. Respond to inquiries regarding program details. Function as department liaison with Faculty Affairs, House Staff Office, Graduate Medical Education office, Office of Student Affairs, Office of Curriculum & other hospital partners.
Data Management & Reporting: Maintain & update residency management databases (e.g., ACGME ADS, MedHub) to ensure accurate tracking of resident activities, evaluations & duty hours. Generate reports required by Yale, ACGME, & other accrediting bodies, ensuring compliance with reporting deadlines. Assist in the preparation of annual program evaluations & clinical competency evaluations.
Event Planning & Coordination: Plan & execute program events, including orientations, graduations, retreats & recruitment events. Coordinate event logistics & develop event materials.
Applicant Recruitment & Interviews: Coordinate & manage the residency recruitment process (review of applications in ERAS, scheduling & organizing interviews, & communication with applicants). Assist with Match Day preparation & onboarding of new residents.
Medical Student Coordination: Oversee & manage medical student rotations within the department. Communicate with medical schools & students regarding application processes, scheduling, & onboarding requirements. Ensure students receive orientation materials & evaluations. Coordinate with faculty to facilitate a structured & educational experience for medical students.
Other duties as assigned by the Program Director, the Chair, Division Administrator and Associate Administrator.
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 experience booking travel , calendar management, event planning/coordination and processing expenses in an administrative support role. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment and take initiative.
Required Skill/Ability 2:
Demonstrated excellent oral and written communication skills, including spelling, grammar and punctuation. Superior customer service skills; ability to provide compassionate service; clear understanding of confidentiality is essential.
Required Skill/Ability 3:
Demonstrated excellent attendance history, to be affirmed by references. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated strong telephone and office etiquette.
Required Skill/Ability 4:
Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team along with an excellent attendance record including punctuality and reliability. Strong work ethic.
Required Skill/Ability 5:
Proven strong analytical, organizational and communication skills, both written and verbal. Candidates are encouraged to provide a cover letter as they are strongly preferred. Excellent attention to detail and ability to manage multiple demands from multiple sources in a fast-paced, high-volume environment. Ability to prioritize and multi-task.
Preferred Education, Experience and Skills:
Residency Program coordination experience. Minimum 2-3 years of experience in medical education, healthcare administration, or related fields. Preferred knowledge of ACGME requirements & accreditation processes. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams). Proven experience with MedHub, ERAS, Thalamus, Indesign, Qgenda, World Travel, SciQuest, Qualtrics, 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: Senior Admin Assistant – Essentials & Beauty
Company: Target
Location: Minneapolis, MN
