Ophthalmology - Administration
University Job Title
Senior Administrative Assistant
L34 - Local 34 (Yale Union Group)
Labor Grade D
Medical School Campus
40 Temple Street Temple Medical Center
New Haven, CT 06510
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
Provide high-level and information-sensitive support for the Yale School of Medicine Department of Ophthalmology & Visual Science. Responsible for the operation of all educational programs for the Department of Ophthalmology, including the residency and various CME conferences, symposia and teaching seminars. The Education Coordinator will be responsible for managing this program by working closely with the House Staff Office, Graduate Medical Education (GME) Office, Continuing Medical Education (CME) Office, the Ophthalmology CME Education Director and the Ophthalmology Residency Program Director directing the annual resident interview process, and supporting current departmental residents. The Residency Program Coordinator ensures compliance with current guidelines of the American Medical Association (AMA), Accreditation Council for Graduate Medical Education (ACGME) and applicable specialty boards. Coordinates the day-to-day operations of the department's residency program for residents. This role independently coordinates the recruitment of residents for the department: establishing interview schedules, making room reservations, transportation arrangements, corresponding with potential candidates, managing candidate wait lists and preparing informational materials. The position ensures timely and effective flow of candidates through their interview day. The incumbent is also responsible for tracking residents’ involvement in education and clinical activities, including resident rotations, continuity clinics, duty hours, conferences. The coordinator develops and publishes the monthly Resident Lecture Schedule in MedHub and maintains systems for obtaining and organizing evaluation data about residents’ performance. The position maintains the registration and licensure of faculty and residents in national and international rotation programs, arranging travel and coordination reimbursement for the program. In consultation with the Continuing Medical Education Director, the coordinator organizes and schedules multiple educational sessions including lectures, seminars, symposiums, conference series, ensuring that appropriate accreditation is assigned. This person also maintains the AMION on-call system, with updates and changes for attendings and fellows. The program coordinator is also responsible for coordinating details of commencement, which includes coordination of the site/menu, printing of invitations and programs, confirming attendance, ordering certificates and plaques. The position also maintains the alumni data base and communicates as required. Serves as primary source of information for the residents regarding all aspects of their educational requirements and clinical assignments. The residency coordinator also works with the program director to compete annual ACGME and Yale GME program requirements including the annual ADS update and internal program annual evaluation.
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:
Demonstrated experience working in an administrative support role. Advanced computer skills with advanced knowledge of Microsoft Word, Excel, PowerPoint, and Outlook. Must be able to work independently.
Required Skill/Ability 2:
Proven strong analytical, organizational, verbal and written communication skills; ability to work productively under pressure, managing a broad variety of tasks and shifting priorities in a changing environment. Demonstrated attention to detail skills.
Required Skill/Ability 3:
Superior interpersonal skills with proven ability to interact professionally with faculty, residents and students. Demonstrated professional demeanor.
Required Skill/Ability 4:
Proven ability managing complex schedules, coordinating meetings, and organizing logistics for events, including facilitating room scheduling, catering, equipment, and handouts. Ability to prepare and distribute materials for conferences and lectures.
Required Skill/Ability 5:
Demonstrated experience coordinating business travel arrangements and experience processing online expense management systems.
Preferred Education, Experience and Skills:
Working knowledge of AMION, ACGME guidelines, MedHub preferred. Background and experience with residency and or fellowship programs.
Weekend Hours Required?
Evening Hours Required?
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.
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