Senior Administrative Assistant (94877BR)

Yale University; New Haven (CT); Hybrid; USD 60,000 - 85,000; Full time

Job summary

Yale University seeks a Senior Administrative Assistant to provide high-level administrative support to the Gynecologic Specialties Division. The role entails tasks like OR scheduling, coordination of patient care, and providing administrative backup to OBGYN departments. This hybrid position offers a dynamic work environment, balancing onsite and remote work.

Qualifications

• Six years of work experience, four in the same job family.
• Surgical scheduling experience is required.
• Detail-oriented with strong ability to manage multiple tasks.

Responsibilities

• Provide high level administrative support to the Gynecologic Specialties Division.
• Oversee and coordinate office activities and establish office procedures.
• Manage scheduling and communication for OR/patients/providers.

Skills

Attention to detail

Organizational skills

Communication skills

Education

Associate's degree or Bachelor's degree in a related field

High school level education

Tools

Microsoft Office Suite

Scheduling software

Job description

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Work Week

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

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

Clinical, Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Medical School Campus

Worksite Address

310 Cedar Street

New Haven, CT 06510

Work Model

Hybrid

Position Focus

Provide high level administrative support to the Gynecologic Specialties Division in the Department of Obstetrics, Gynecology and Reproductive Sciences. Responsibilities include OR scheduling and communication with the OR/patients/providers; ensuring coordination of patient care/appointments, template changes, coordinate/maintain providers on-call schedules, administrative support of Quality Improvement meetings, on-boarding new providers, scheduling meetings and taking meeting minutes, maintaining provider calendars, booking travel arrangements and processing reimbursements and ordering supplies. Provides administrative back-up support to another Ob/Gyn Division.

This position is HYBRID: 3 days/week onsite.

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

Demonstrated surgical scheduling experience using a software system for scheduling surgical patients.

Required Skill/Ability 2

Demonstrated ability in an administrative support role. High level of attention to detail and strong organizational skills. Proven ability to handle competing and shifting priorities.

Required Skill/Ability 3

Demonstrated experience supporting and OBGYN (Obstetrics, Gynecology) department.

Required Skill/Ability 4

Demonstrated calendar management experience. Proficient in managing complex calendars, including scheduling meetings and anticipating conflicts. Strong skills using Microsoft Word, Excel, PowerPoint and Outlook (intermediate proficiency).Excellent communication and interpersonal skills.

Preferred Education, Experience And Skills

Workday reimbursement knowledge. Proficiency with Epic or EMR system. Bilingual. Demonstrated experience with QGenda. Experience with Qualtrics submissions.

Weekend Hours Required?

No

Evening Hours Required?

No

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.

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

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

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