Metro New York & Southern Connecticut

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Overview

Yale School of Nursing (YSN) is seeking a Sr. Administrative Assistant to join the Master of Science in Nursing (MSN) program. YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways. The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)!  Welcome | Yale West Campus

The Sr. Administrative Assistant would be an integral part of the MSN team, providing a high level of confidential administrative support to both residential and hybrid program(s). Strong writing skills are required, as responsibilities would include developing, redesigning, and maintaining efficient office procedures and systems; assisting--and providing information to--leadership, faculty, students, and other relevant stakeholders on YSN policies and procedures; composing, formatting, preparing and compiling data for, letters, meeting minutes, memos, reports,  presentations, course documents and other materials; and proofreading, editing, formatting, and reviewing presentations and documents for grammar, accuracy, and completeness.

In addition to writing and editing, the Sr. Administrative Assistant would have responsibility to develop and maintain databases to track resources within the School including data entry and management of student exams, course evaluations, and accommodation; schedule meetings, conference calls, and appointments as required, and work as directed with faculty on course materials; attend faculty and staff meetings as requested and record; coordinate travel arrangements, maintain records of travel expenditures, process expense reports and other business transactions; and assist in organizing events, such as student immersions, orientation and graduation - providing weekend support as needed.

Finally, this unique role would oversee and coordinate the preparation of materials for special projects and various reports, including accreditation and annual reports; provide staff support for one or more YSN committees and perform additional functions incidental to the activities of the academic programs; provide coverage for other administrative support staff as necessary; work closely with external stakeholders and as a liaison with other internal departments; and request or update sponsored identities and revoke them when necessary.

This job description is left broad on purpose to allow for flexibility and growth opportunity.

A cover letter and resume are required with this application.

This position is eligible for a hybrid schedule based on departmental needs and is subject to change.

Occasional Weekends required.

Required Skills and Abilities

1. Proven proficiency in an administrative support role. Proven ability to manage expense reimbursements. Demonstrated ability to use the latest office software and hardware. Intermediate to advanced proficiency Microsoft Word, Excel (including experience with charts, graphs, some formulas), PowerPoint, and Outlook.

2. Ability to prioritize work, handle complex or multiple work assignments, achieve high quality work outcomes, meet deadlines, and effectively solve problems independently as well as part of a team. Ability to regularly exercise good judgment and initiative on non-routine matters. Ability to be resourceful and proactive.

3. Proven ability and/or experience to follow precise directions when required and understand and implement non-routine instructions and general policy statements/applications when required.

4. Strong organizational skills and attention to detail. Enjoys problem solving, project and detail work, and can always remain composed and professional. Enjoys working in a team and independently. 

5. Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion. Excellent attendance and reliability; strong interpersonal skills; helpful and facilitative attitude.

Preferred Education, Experience and Skills

1. Qualtrics, familiarity with database software, MS Teams, Examsoft, Canvas, and Excel.

Principal Responsibilities

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.

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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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

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.

About Yale University

Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.

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