Fellowship Coordinator (87603BR)
📋 Role Overview & Responsibilities
University Job Title
Senior Administrative Assistant
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Secretarial
Total # of hours to be worked:
- 5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Medical School Campus
Worksite Address
200 Edison Road Orange, CT 06477
Work Model
Hybrid
Position Focus
Reporting to the Fellowship Director, this position will provide expert interpretation of complex accreditation regulations for fellowship training for faculty, fellows, and staff. Will manage the onboarding process for all new fellows in coordination with the YNHH GME Office, YNHH House staff Office, and Yale University Department of Psychiatry’s Office of Education.
Will also support The Yale Psychiatry Anti-Racism Task Force with administrative duties such as scheduling meetings, taking minutes, coordinating activities, and handling expense reimbursements. Might involve maintaining calendars.
Essential Duties
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
Prior proficiency in an administrative support role. Ability to manage recruitment process including review of applications, tracking invites/regrets, responding to inquiries from candidates, and organizing the interview day.
Required Skill/Ability 2
Intermediate to advanced computer proficiency with Word and Excel. Strong communication skills. Candidates are strongly encouraged to provide a cover letter.
Required Skill/Ability 3
Ability to serve as a principal source of information on administrative, academic, and procedural matters to trainees, prospective trainees, faculty, and staff.
Required Skill/Ability 4
Demonstrated initiative and ability to work with little supervision. Ability to multi-task with demanding time constraints and competing deadlines. Excellent follow-up skills.
Required Skill/Ability 5
Ability to arrange for and coordinate schedules, including organizing a comprehensive orientation for all new fellows, navigating MedHub to track rotation schedules, clinical and didactic evaluations, work hours, and time off requests.
Preferred Education, Experience And Skills
Experience navigating ACGME WebADS, MedHub, ABPN preCERT, GME Annual Program Evaluation (APE) process.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
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
Required
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:
https://covid19.yale.edu/health-guidelines
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).
Note
Yale University is a tobacco-free campus
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