Job Description

Sr. Administrative Asst., CME Location Hybrid work in New Haven, CT :

Sr. Administrative Asst., CME School of Medicine - Center for Continuing Medical Education 91206BR

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

50 Division Street New Haven, CT 06511

Work Model

Hybrid

Position Focus:

At the Center for Medical Education, Continuing Medical Education (Yale CME), provide high level administrative support to the Executive Director and the CME Team in managing approximately 20 medical education conferences, multiple online learning modules, joint providerships, and regularly scheduled series. This includes written correspondence, editing and proofreading documents (print and online) including course syllabus, assembling and posting course materials, researching speaker credentials, processing expense reimbursements, reconciling expenditures, and preparing complex travel arrangements for guest presenters. Strong communication and technical skills are required. This position is crucial for ensuring the seamless execution of all administrative functions related to these distinct educational initiatives. The Senior Administrative Assistant will oversee and ensure the quality of all communication materials, manage the central CME email account, and maintain the unit's website to provide consistent and effective dissemination of information. Will provide support of all in-person, live medical education conferences, ensuring that events run smoothly and effectively. This role demands exceptional organizational skills, meticulous attention to detail, and a proactive approach to problem-solving to effectively support the diverse activities of Yale CME. Serve as principal source of support and information for routine questions and inquiries, composing substantive correspondence and written materials. When appropriate, correspondence will be referred or directed to the relevant parties. In support of the CME Team, the Senior Administrative Assistant will oversee the preparation of materials for setting up all activities in the CloudCME system, including the creation of activities, registration products, and exhibitor products. With a thorough understanding of university guidelines, will assist in gathering and preparing required documentation for speaker reimbursements. In coordination with the CME Team, oversees the preparation of materials for commercial educational gifts. Assists with the reconciliation of pending gift and exhibit payments; prepares gift reconciliations as required. In collaboration with Yale Printing and Production Services (YPPS) and Yale School of Medicine Office of Communications, prepares materials for marketing Yale CME accredited activities via Yale Message and other appropriate modalities. The following Essential Duties are generic in nature; the information contained in the Position Focus are most relevant to this position.

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 demonstrated experience and education.

Required Skill/Ability 1:

Prior proficiency in an administrative support role. Strong organization and management skills; disciplined follow-up skills. Strong attention to detail.

Required Skill/Ability 2:

Excellent written and verbal communication skills. Strong interpersonal skills, including the ability to interact well with faculty, visitors and staff; well-developed public presentation, people skills. Honed proofreading and editorial skills. Candidates are strongly encouraged to include a cover letter.

Required Skill/Ability 3:

Proven ability to plan and organize a large volume of work. Ability to balance conflicting interests and manage multiple deadlines.

Required Skill/Ability 4:

Demonstrated intermediate to advanced Microsoft Office computer skills including proficiency in Windows and Microsoft products: Word, Excel, Outlook (Calendar), and PowerPoint. With appropriate training, ability to learn new software such as the CloudCME learning management system.

Required Skill/Ability 5:

Ability to function independently and effectively while engaging successfully as a team member.

Preferred Education, Experience and Skills:

Bachelor's degree. Demonstrated experience working in an environment that requires focus on multiple projects at one time. Works affectively with constituents both outside the work unit and outside the University. Working knowledge of CloudCME.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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 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:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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

Job Tags

Full time, Part time, Work experience placement, Local area, Weekend work, Afternoon shift,

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