Sr Admin Assistant

Yale NewHaven Health; New Haven (CT); On-site; USD 65,000 - 90,000; Full time

Job summary

Yale NewHaven Health (YNHHS) seeks an experienced administrative professional to provide executive support to a Vice President and the department. The role requires independent work on complex administrative tasks and broad clerical coverage across the unit.

The successful candidate will coordinate calendars, travel, and document preparation while maintaining confidentiality and delivering high-level communications within the health system and external partners.

Qualifications

• High school diploma or GED required; associate degree and/or some business coursework preferred.
• 5–7 years of experience in administrative support, or a combination of experience and a Bachelor's degree.
• Excellent computer skills including Microsoft Office; strong written and verbal communication.

Responsibilities

• Phone coverage, travel arrangements, and maintaining confidential data and filing systems.
• Proactively reviews executive calendars, prepares materials, and develops agendas; resolves scheduling conflicts.
• Prepares correspondence and documents for action, mailing, or distribution to internal/external stakeholders.
• Serves as liaison between executives, other delivery networks, senior management, and the community.
• Performs additional clerical functions across departmental operations.
• Addresses concerns promptly and triages requests through appropriate channels.
• Coordinates and supports special events, meetings, and training sessions.
• Spends 50% of time on ongoing projects supporting the department and special initiatives.

Skills

Excellent communication

Customer service

Interpersonal skills

Calendar management

Education

High school diploma or GED

Associates degree preferred

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Internet research

Job description

Overview

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

This role provides administrative support to one or more individuals, one of whom is at the Vice President level. Works independently and efficiently to provide broad-scale, complex administrative and executive support for Vice President and the department.

EEO/AA/Disability/Veteran

Responsibilities

• 1. Responsibilities include, but are not limited to, phone coverage, travel arrangements, compiling and maintaining confidential data and departmental record-keeping and filing systems.
• 2. Proactively reviews the Executive's daily calendar, provides necessary materials and develops agendas as appropriate. Discusses and resolves calendar conflicts to assure an appropriate and efficient work schedule.
• 3. Responsible for preparation of correspondence (to include written and electronic) and necessary documents for action, mailing or distribution as required to both internal/external constituencies.
• 4. Develops relationships and serves as liaison between Executive and members from other Delivery Networks, Sr. Management team and the community.
• 5. Additional clerical functions covering a wide range of departmental operations.
• 6. Acts promptly to address concerns and triages requests and problems through the appropriate channels.
• 7. Assists in the coordination and implementation of special events, meetings and training.
• 8. 50% of time spent in relation to ownership of ongoing projects supporting the department and special projects as assigned.

Qualifications

EDUCATION

High school diploma or GED required. Associates degree and/or some business course work at the college or technical level preferred.

EXPERIENCE

At least 5-7 years experience functioning in an administrative support role or a combination of experience and Bachelors' degree.

SPECIAL SKILLS

Excellent computer skills including Microsoft Office suite (especially Word, Excel, and PowerPoint), and well versed in Internet research and navigation. Exceptional customer service skills. High level communication and interpersonal skills. Ability to draft, and distribute high level communications to the department, delivery network, health system, and external entities.

YNHHS Requisition ID 184245