Senior Administrative Assistant

11-Apr-2024

Orthopaedics and Rehabilitation

87504BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

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

37-55 College Street New Haven, CT 06510

Position Focus:

•    Provides substantive and stable clinical and administrative support to the Department of Orthopaedics & Rehabilitation. Performs under pressure, sensibly judge urgency of matters, and works with the utmost confidentiality. Maintains constant engagement with patients, referring providers, University administration, other faculty and staff, residents, and clinical and research colleagues. Provides excellent customer service to the patients and providers and maintains Yale Medicine standards of professional behavior.
•    Provides administrative back up to colleagues in the department when other administrative staff are out. Develops expert utilization of EPIC and MyChart to communicate with patients and to schedule clinical appointments, maintain accurate patient information, update patient records, and accumulate new patient information.  Assists patients with completion of forms and obtaining referrals. Assists patients as a patient advocate by providing direction and information. Schedules diagnostic tests and specialized appointments for patients seen in clinic settings.
•    Maintains physicians' schedules by adding/cancelling clinics and coordinating appointment rescheduling. Communicates appointment changes clearly and promptly to patients and other related parties. Screens incoming calls and exercising sound judgment when triaging calls. Responds to requests for information and/or assistance.  Collaborates with faculty and staff on Section initiatives, assists other administrative assistants and/or the Clinical Operations Manager as appropriate, as well as participates in staff meetings and training. Determines and arranges administrative, facility and equipment needs for meetings and conferences. Typing, formatting, proofreading, and editing correspondence, ensuring grammatical and factual accuracy. Reviews outgoing material for completeness, accuracy, dates, and signatures.
•    Manages faculty calendar(s), coordinating travel, scheduling and coordinating meetings and appointments, as well as taking minutes. Process financial transactions (such as expense reports, reimbursements, and others) accurately resolves any related issues.

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. Intermediate to advanced proficiency with Microsoft Word, Excel, PowerPoint, & Outlook

Required Skill/Ability 2:

Demonstrated professionalism and customer service skills. Demonstrated strong verbal & written communication skills. Candidates are strongly encouraged to provide a cover letter.

Required Skill/Ability 3:

Demonstrated critical attention to detail & organizational skills. 

Required Skill/Ability 4:

Demonstrated ability to effectively prioritize.

Required Skill/Ability 5:

Proven excellent attendance record to be verified by references.

Preferred Education, Experience and Skills:

Experience in a clinical/medical office. Advanced proficiency with Epic. Demonstrated Epic scheduling experience with knowledge of surgical scheduling process.

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

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