Our Ability Jobs

Employer Name: Yale University

1. Provides administrative leadership for a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Oversees and coordinates the daily operations of the office, including projects and work processes. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Administers, monitors, tracks and maintains office budget and spending. 3. Oversees and coordinates special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, according to set standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Clarifies roles and responsibilities based on management definitions. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Skill/ability 1: Proven proficiency in an administrative support role. Reliable self-starter with exceptional attention to detail and accuracy with demonstrated ability to concentrate and perform with varied interruptions. Proven ability to prioritize to meet deadlines and conflicting demands in an organized manner. Ability to handle confidential information. Required Skill/ability 2: Superior interpersonal skills and welcoming manner. Ability to interface with all levels within the organization and externally with a highly professional demeanor. Strong service orientation. Ability to work cooperatively with coworkers and supervisor to maintain a proficient and pleasant work environment. Ability to function effectively as part of a team. Required Skill/ability 3: Excellent proofreading, editing and writing skills for drafting material. Proven ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner. Proven experience preparing meeting agendas as well as taking minutes. Required Skill/ability 4: Excellent computer skills including intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint and Outlook. Previous demonstrated ability to manage Outlook Calendars in a support role. Required Skill/ability 5: Forward thinker. Ability to identify and anticipate problems and proactively determine next steps to solve problems. Demonstrated ability to properly use independent judgment and take initiative. Comfortable asking questions and escalating to the appropriate level to seek resolution. Excellent attendance. Preferred Education: Bachelor's Degree and experience in an academic medical setting. Understanding of Yale policies and procedures. Work Week: Standard (M-F equal number of hours per day) Posting Position Title: Senior Administrative Assistant 2 (*) University Job Title: Sr. Admin Assistant 2 Preferred Education, Experience and Skills: Bachelor's Degree and experience in an academic medical setting. Understanding of Yale policies and procedures. Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.