Senior Administrative Assistant

Actalent; New Haven (CT); On-site; USD 60,000 - 80,000; Full time

Job summary

Actalent is seeking a Senior Administrative Assistant to provide comprehensive support within the Division, overseeing faculty schedules and surgical logistics. The role requires strong organizational skills and familiarity with tools like EPIC and Workday to ensure smooth operations. This full-time position is based in New Haven, CT, offering a competitive hourly wage and a dynamic work environment.

Benefits

Medical, dental & vision benefits

401(k) Retirement Plan

Flexible work schedule

Employee Assistance Program

Qualifications

• Four years of related work experience required.
• Experience with surgical scheduling and understanding of clinical workflows.
• Proficient in tools like Microsoft Teams and EPIC.

Responsibilities

• Manage complex faculty calendars and resolve scheduling conflicts.
• Support surgical scheduling and maintain communication among departments.
• Handle administrative tasks such as travel arrangements and document preparation.

Skills

Time management

Attention to detail

Communication

Multitasking

Education

High school diploma

Associate’s or Bachelor’s degree (preferred)

Tools

EPIC

Microsoft Office Suite

Workday

Job description

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Job Description

The Administrative Assistant plays a vital role in providing comprehensive administrative, surgical, and academic support to faculty within the Division. This position is crucial in managing daily operations related to patient flow and academic coordination. The ideal candidate will be highly organized, detail-oriented, and thrive in a fast-paced, high-functioning environment.

Job Title: Administrative Assistant

Job Description

The Administrative Assistant plays a vital role in providing comprehensive administrative, surgical, and academic support to faculty within the Division. This position is crucial in managing daily operations related to patient flow and academic coordination. The ideal candidate will be highly organized, detail-oriented, and thrive in a fast-paced, high-functioning environment.

Responsibilities

• Coordinate and manage complex faculty calendars, including scheduling meetings and resolving conflicts across departments.
• Support surgical scheduling using the EPIC system, including pre-op, post-op, and surgical workflows.
• Serve as a liaison between faculty, patients, and clinical staff to ensure seamless communication and scheduling.
• Manage expense tracking, reporting, and reconciliation using Workday.
• Assist with academic and administrative tasks, including travel arrangements, event coordination, and document preparation.
• Maintain confidentiality and professionalism in all communications and interactions.
  
  

Essential Skills

• Ability to manage multiple tasks efficiently under pressure in a high-functioning environment.
• Strong time management and attention to detail.
• Proficient in Outlook, Microsoft Teams, or similar platforms for scheduling and coordination.
• Experience with surgical scheduling and understanding of clinical workflows.
• Skilled in using Workday for HR and finance-related functions.
  
  

Additional Skills & Qualifications

• Four years of related work experience and a high school diploma; or an equivalent combination of education and experience.
• Associate’s or Bachelor’s degree in a related field preferred.
• Familiarity with EPIC, especially surgical scheduling and Inbasket messaging.
• Proficiency in Microsoft Office Suite and Outlook.
• Experience coordinating travel and academic events.
• Knowledge of Workday systems.
  
  

Work Environment

The position is based fully on-site at the Boardman Building 3, with potential for a hybrid setup depending on the candidate. The work schedule is flexible between 8 AM to 5 PM, Monday to Friday. The role is within the Thoracic division of the YSM Surgery Department.

Pay and Benefits

The pay range for this position is $28.00 - $32.00/hr.

Eligibility requirements apply to some benefits and may depend on your job

classification and length of employment. Benefits are subject to change and may be

subject to specific elections, plan, or program terms. If eligible, the benefits

Available For This Temporary Role May Include The Following

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)
  
  

Workplace Type

This is a fully onsite position in New Haven,CT.

Application Deadline

This position is anticipated to close on Jun 30, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email [e-mail] for other accommodation options.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Business Consulting and Services

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