YSM - Admissions

85811BR

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

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Administration

37.5

Standard (M-F equal number of hours per day)

Medical School Campus

367 Cedar Street
New Haven, CT 06510

Hybrid

Reporting to the Director and the Associate Dean of Admissions, the Senior Administrative Assistant serves as an active member of a service-oriented, dynamic, and student-centered team in the Office of Admissions and provides high level administrative support to the Director of Admissions and the Associate Dean of Admissions. This position contributes to Yale School of Medicine’s student recruitment and retention efforts by delivering a high-level service to prospective and current students in areas related to the medical school admission process, interviews, waiting list, and enrollment. The incumbent will also be responsible for resolving student inquiries while using independent judgement, maintaining confidentiality, following procedures, and escalating complex requests as needed. The position will provide support to the various activities and projects held by the Office of Admission, having a lead role in the planning and execution of Second Look Weekend, coordinating the Medical Student Council Perspectives on Medicine lecture series, and providing support in other academic and business activities with travel arrangements, reimbursements, procurement, meeting and event coordination.
Days worked in the office vs. remote are subject to change. Minimum of 3 days per week in office, during peak times the incumbent will be required to be in the office all 5 days.

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.

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.

Proven proficiency in an administrative support position. Advanced computer skills including proficiency in Microsoft Word, Outlook, Excel, and PowerPoint. Proven ability to design spreadsheets and graphics and support faculty as they work with these tools.

Excellent proofreading and editing skills. Ability to communicate (verbal and written) in a clear, pleasant, grammatically correct and professional manner. Ability to represent the Yale School of Medicine professionally at events. Strong customer service skills.

Demonstrated ability to work effectively within a high-volume environment; and have an exceptional degree of detail orientation. Proven ability to take initiative and follow-through; ability to manage competing priorities.

Excellent attendance record. Ability to flex schedule or work occasional overtime, particularly during peak times of year.

Demonstrated ability handling business travel coordination and expense report processing. Ability to prioritize and accomplish work effectively. Ability to solve problems regularly, take initiative and anticipate actions as needed. Ability to use independent judgment and work independently with minimal direct supervision.

Bachelor's degree. Familiarity with Workday, Sci-Quest and associated Yale systems. Experience with expense reimbursements. Prior experience working with students and faculty. Prior experience in admissions or other student service function. Proven proficiency in a front desk administrative role. Prior experience providing high level administrative support.

No

No

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.

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

Yale University is a tobacco-free campus