Administrative Assistant

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Hourly Range

$28.43

Overview

This position reports directly to the Administrative Supervisor for the

section of Pediatric Neonatology. The primary responsibility of the

position is to assist in managing the day-to-day office operations of the

section while providing administrative support to faculty, attendings,

advanced practice providers, fellows and research staff. This position

will work cooperatively with other member(s) of the administrative

staff within a growing, dynamic section while assisting in the

completion of tasks and projects and the improvement of work

processes. This position will personally provide administrative

assistance to faculty and staff by: supporting faculty members in the

performance of their duties; managing calendars and schedules;

identifying and solving problems, working with clinic templates;

coordinating meetings and conferences; faculty recruitment;

preparing correspondence; maintaining Q-Genda on call schedule;

coordinating with other sections and departments on behalf of the

faculty; ordering materials; managing travel; managing licenses and

certifications; expense processing and effectively dealing with other

tasks and/or issues as they arise. This position handles highly

sensitive and confidential information, and it requires regular

interaction with personnel from other sections, departments and

agencies. Assist the Senior Administrative staff with coordinating

lectures, conferences and symposia. Assembles and arranges for

necessary items. Greets visitors. Assesses nature of business.

Responds to requests for information and provides assistance, timely.

Assembles attachments and corresponding material. Reviews

outgoing material for completeness, dates, and signatures.

Coordinates travel arrangements. Orders and maintains inventory of

supplies. Performs additional functions incidental to office activities.

Handles triaging faxes to providers for orders to be signed and

importing documents into patient medical records.

Required

Skills and Abilities

1. Demonstrated excellence in providing high quality administrative support to

organizational leaders, and/or staff. Strong problem solving and

organizational skills. Ability to prioritize and organize a large workload.

2.

Demonstrated proficiency in the daily use of Microsoft Outlook, Word,

Excel, SharePoint and PowerPoint. Ability and willingness to learn and use

new programs and systems as required.

3. Demonstrated excellence while working in a team-oriented environment.

Strong interpersonal, communication and negotiation skills, to be verified

by references. Capacity and desire to learn new skills and able to work in a

fast-paced environment.

4. Ability and desire to assist in managing the day-to-day office activities on

behalf of the Medical Directors and faculty. High level of personal

motivation, combined with flexibility, resiliency and adaptability. Proven

ability to work independently, prioritize tasks, and handle multiple tasks

simultaneously and strong personal initiative, to be verified by references.

5.

Experience with handling multiple schedules, calendars utilizing multiple

calendaring systems. Ability to follow detailed instructions for various tasks.

Preferred

Skills and Abilities

Experience in providing administrative support within a medical school

setting supporting faculty. Experience and knowledge of EPIC and Q-Genda.

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants,…