University Job Title
Senior Administrative Assistant
L34 - Local 34 (Yale Union Group)
Labor Grade D
Medical School Campus
20 York Street Memorial Unit
New Haven, CT 06510
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
This position reports directly to the Manager of report Generation in the Dept. of Pathology. Serves as the primary point of contact for clinicians and office support staff, patients, pathologists, fellows, nurses, and outside institutions. Assists callers with locating slides or misrouted specimens and ensures they are accessioned in advance of the patient's next appointment date. Resolves discrepancies with blocks and slides to avoid delays in accessioning. Assists accessioners with "problem cases"; liaises with submitting clinicians, nurses, and office staff to quickly resolve issues. Escalates unresolved issues or case delays to the Manager pro-actively. Troubleshoots concerns brought to the accession area and corrects any accessioning errors and brings it to the attention of the Manager if necessary, prioritizes rush cases, locates materials, etc. Ensures issues are fully resolved and communicates resolutions with relevant staff and QA leadership to ensure proper hand-off of information. Identifies and suggests workflow and process improvements to Administrative Coordinator based on issues encountered.
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:
Excellent interpersonal skills and the ability to provide both written and verbal communication in a clear and concise manner. Strong attention to detail skills, strong ability to be focused and detailed.
Required Skill/Ability 2:
Advanced computer skills with proficiency in Outlook, Word, Excel, and PowerPoint.
Required Skill/Ability 3:
Ability to multi-task in a fast-paced environment and meet productivity guidelines. Ability to handle competing deadlines.
Required Skill/Ability 4:
Possess excellent customer service skills and the ability to troubleshoot issues that arise in a calm and professional manner.
Required Skill/Ability 5:
Demonstrated proficiency with medical terminology.
Preferred Education, Experience and Skills:
Experience and/or education in Laboratory Science. Proficiency with CoPath preferred.
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
Yale University is a tobacco-free campus
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