Senior Administrative Assistant

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Hourly Range

$31.83

Overview

Provides clinical and administrative support to patients and providers for Yale Medicine Ophthalmology. Coordinates all the administrative functions of scheduling surgery for the patients of the Department of Ophthalmology and Visual Sciences. All paperwork must be completed following all policies of the hospital or ambulatory surgical suite for every surgery, including booking of resources, obtaining precertification and documenting in EPIC for all surgical cases, in office injections and procedures.

Each surgery is scheduled in EPIC and followed up on and canceled in the system if the surgery does not take place. Maintains the surgical schedules for surgeons by sub-specialty in an organized manner, including utilization of the Epic scheduling system. Become familiar with set surgical schedules for each surgeon in the department, acting as the source of information for surgical scheduling.

Prioritizes cases based on urgency and dates to ensure timely processing of paperwork. Using predetermined scheduling rules by physician and facility, assign surgical date and time for procedures.

Required

Skills and Abilities

1. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment, and take initiative.

2. Advanced EPIC training with experience in workday and setting up PO's. . Excellent organizational, written, and verbal communication skills. Strong attention to detail skills and commitment to accuracy is essential.

3. Superior customer service skills. Ability to provide compassionate service. Clear understanding of confidentiality is essential.

4. Strong computer skills and knowledge of Microsoft Outlook and Excel.

5. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated strong telephone and office etiquette. Demonstrated ability to work cooperatively with co-workers and Clinical Operations Manager in an environment of change.

Preferred

Skills and Abilities

1. Minimum three to four years' experience in an Ophthalmology practice.

Principal Responsibilities

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 License(s) or Certification(s) Required License(s) or Certification(s):

Physical Requirements

Physical Requirements:

Job Posting Date

02/18/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Location

40 Temple Street, New Haven, Connecticut

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