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Sr. Admin. Assistant, Office of Global Health
3 months ago
Position Focus:
This position provides a high-level of administrative support for the Yale School of Medicine Office of Global Health Education, OGHE Director and OGHE Associate Dean. Using independent judgement to assess, prioritize and organize daily operations. Manage internal and external communications, event coordination and high-level of software management. Visiting Students Program – AAMC Visiting Student Learning Opportunities (VSLO/VSAS) -Application review, determine eligibility (able to review health records with minimal oversight),Schedule to elective departments (both outside VSLO and , track elective placements, notify applicants, confirm applicants, evaluation, elective verification and communications. Visiting Student on-boarding, Orientation, Meet and Greet, track payments and refunds, visa Letters, student support. System Management – update elective requirements (as needed), manage incoming documentation for AAMC VSLO - Free Mover Applicants. Manage OGHE partner site exchange students’ logistics to include, booking travel, housing, elective placement and event coordination.
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:
Ability to act independently. Strong ability to multi-task, take high level of initiative and identify and resolve problems as a member of the team. Strong organizational skills with attention to detail and the ability to effectively meet deadlines. Ability to be flexible with change.
Required Skill/Ability 2:
Strong computer silks including intermediate to advanced skill level with Microsoft Office Suite, scheduling software and email.
Required Skill/Ability 3:
Demonstrated ability working with confidential information. Ability to problem solve in complex situations, using sound judgment.
Required Skill/Ability 4:
Demonstrated ability in maintaining and building relationships with stakeholders. Ability to demonstrate cultural sensitivity and work through language barriers.
Required Skill/Ability 5:
Demonstrated ability to manage competing priorities with self-motivation and sound judgement.
Preferred Education, Experience and Skills:
Prior experience in an administrative support role.
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.
COVID-19 Vaccine Requirement
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:
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:
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.
