Description:
Position Focus:The Division of the Vice President and General Counsel comprises four offices, the Office of General Counsel (OGC), the Office of Institutional Compliance and Enterprise Risk Management (ICERM), the Office of Federal Relations (OFR) and University Governance (UG). OGC provides legal counsel, representation, and oversight of work on the wide range of legal matters affecting Yale University and its component organizations. ICERM coordinates the University's compliance, privacy, and risk management efforts and directs a comprehensive enterprise risk program. OFR coordinates the University's federal relations efforts. UG supports the governance functions of the University. This position supports the administrative needs and office activities of the Division, while providing direct support for the risk management, privacy and real estate law areas.
Responsibilities will include:
- Initiate and track payments of all insurance premium and claims invoices
- Record cash sales regarding insurance reimbursement checks
- Update risk management information system with claim data
- Update quarterly claims review reports with financials
- Monitor general department email box--route and respond to emails accordingly
- Maintain department net docs account—add and manage documents related to insurance policies, waivers, certificates of insurance, claims and Youth Program forms
- Gather and sort mail
- Maintain and order supplies – stock supply room and both kitchen areas
- Conduct background checks for the minors' program (youth programs and minors in labs) as well as contractors
- Administer RServing training account and respond to requests for access
- Processing expense reimbursements
- Scheduling meetings
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:
Proven proficiency in an administrative support role. Demonstrated ability to work independently and as part of a team.
Required Skill/Ability 2:
Excellent computer skills including intermediate to advanced skills with Microsoft Word, PowerPoint, Excel and Outlook. Proven ability to schedule meetings using Outlook.
Required Skill/Ability 3:
Ability to maintain a high degree of confidentiality.
Required Skill/Ability 4:
Well-developed organization and time management skills.
Required Skill/Ability 5:
Well-developed oral and written communications skills.
Preferred Education, Experience and Skills:
Bachelor's degree. Demonstrated experience with database management software (e.g. netdocs). Demonstrated experience with claims management information systems. Proven experience working in a law office. Proven experience working for an insurance agency or insurance company.