Sr Administrative Assistant, Residency Coordinator

Yale University; New Haven (CT); On-site; USD 50,000 - 70,000; Full time

Job summary

A leading university seeks a Senior Administrative Assistant to oversee office activities, coordinate programs, and provide substantial support to faculty and students. Candidates should have strong organizational, communication, and analytical skills, along with experience in administrative roles within healthcare. This position requires proficiency with various office software and is essential for managing a dynamic and fast-paced work environment.

Qualifications

• Minimum 2-3 years of experience in medical education or healthcare administration preferred.
• Ability to work productively under pressure with multiple tasks.

Responsibilities

• Oversees administrative activities and coordinates support staff.
• Provides editorial support for publications and manages travel arrangements.

Skills

Analytical skills

Organizational skills

Communication skills

Problem-solving skills

Customer service

Attention to detail

Education

High school diploma

Bachelor's degree in related field

Associates degree

Tools

Microsoft Office

MedHub

ERAS

Thalamus

Indesign

Qgenda

World Travel

SciQuest

Qualtrics

Workday

Job description

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 Skill/ability 1: Demonstrated experience booking travel , calendar management, event planning/coordination and processing expenses in an administrative support role. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment and take initiative.

Required Skill/ability 2: Demonstrated excellent oral and written communication skills, including spelling, grammar and punctuation. Superior customer service skills; ability to provide compassionate service; clear understanding of confidentiality is essential.

Required Skill/ability 3: Demonstrated excellent attendance history, to be affirmed by references. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated strong telephone and office etiquette.

Required Skill/ability 4: Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team along with an excellent attendance record including punctuality and reliability.Strong work ethic.

Required Skill/ability 5: Proven strong analytical, organizational and communication skills, both written and verbal. Candidates are encouraged to provide a cover letter as they are strongly preferred. Excellent attention to detail and ability to manage multiple demands from multiple sources in a fast-paced, high-volume environment. Ability to prioritize and multi-task.

Preferred Education: Residency Program coordination experience. Minimum 2-3 years of experience in medical education, healthcare administration, or related fields. Preferred knowledge of ACGME requirements & accreditation processes. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams). Proven experience with MedHub, ERAS, Thalamus, Indesign, Qgenda, World Travel, SciQuest, Qualtrics, Workday

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

Posting Position Title: Senior Administrative Assistant

University Job Title: Sr Administrative Assistant, Residency Coordinator

Preferred Education, Experience and Skills: Residency Program coordination experience. Minimum 2-3 years of experience in medical education, healthcare administration, or related fields. Preferred knowledge of ACGME requirements & accreditation processes. Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook, Teams). Proven experience with MedHub, ERAS, Thalamus, Indesign, Qgenda, World Travel, SciQuest, Qualtrics, Workday 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.