Senior Administrative Assistant, Medical Library

01-Sep-2022

Library – Cushing/Whitney Medical Library

75524BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

University Library System

Worksite Address

333 Cedar Street
New Haven, CT 06510

Work Week

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Operations Manager and working closely with the Director and Associate Director, the Senior Administrative Assistant provides a wide range of administrative support for the Cushing/Whitney Medical Library (CWML) with limited direct supervision and a high level of discretion and confidentiality. Serves as a primary source of information and point of contact for CWML staff, Facilities staff, internal and external vendors, other departments, and library users and visitors. Composes original correspondence, proofreads and edits documents, reviews outgoing material for completeness and accuracy. Maintains complex calendars and schedules meetings. Processes requests for use of library spaces and classrooms; assesses needs, searches for available rooms, creates reservations and confirms with requestor. Provides administrative support for the Medical Library Associates Board of Trustees. Serves on various committees including the CWML marketing and security committees.

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:

Excellent organizational skills and attention to detail in all aspects of work. Demonstrated ability to prioritize tasks and manage competing priorities. Demonstrated proficiency in an administrative support role.

Required Skill/Ability 2:

Excellent writing and computer skills including intermediate or higher knowledge of Microsoft Word, Outlook and PowerPoint. Experience using Microsoft Excel. Ability to take accurate meeting minutes. Very good keyboarding skills.

Required Skill/Ability 3:

Well-developed analytical and interpersonal skills with the ability to work effectively, positively, and tactfully with faculty, staff, administrators, donors and visitors, in person, via telephone, and through correspondence and e-mail.

Required Skill/Ability 4:

Self-directed; ability to take initiative, problem solve, follow through and exercise independent judgement.

Required Skill/Ability 5:

Excellent attendance, punctuality, and reliability, as attested by references.

Preferred Education, Experience and Skills:

Experience with Workday Financial functions including creating expense reports, creating cash deposits, and purchasing. Knowledge of University policies and procedures. Experience using web and social media content systems.

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

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

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Note

Yale University is a tobacco-free campus