Senior Administrative Assistant

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Hourly Range

$31.83

Overview

Provide high level clinical and academic support for the physicians of two Divisions:
Pediatric and Adolescent Gynecology and Maternal Fetal Medicine in the Department of Obstetrics, Gynecology & Reproductive Sciences. Responsibilities include administrative and clinical support for section chief and other division faculty, coordination of faculty and research meetings, coordination of surgeries and clinical appointments, on-boarding of new providers, scheduling meetings and taking meeting minutes, maintaining provider academic and clinical calendars, booking travel arrangements, and processing reimbursements and ordering supplies.

Provide administrative back-up support to other OBGYN Division staff. Effectively dealing with other tasks and r issues as they arise.

Position is HYBRID- 3days/week onsite.

Assist in scheduling patients in Epic for Maternal Fetal Medicine urgent omplex patients and surgical scheduling oordination for Pediatric and Adolescent Gynecology.

Respond and follow up on inquiring from patients, referring physicians or the clinical practice physicians.

Maintain physician clinical and academic calendar: coordinate with Care Center related to faculty schedules and change in templates.

Maintain on-call and clinic schedules. Ensure accurate information is entered and distributed between Qgenda, Outlook calendars and Epic templates.

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.

Process payments and monitors expenditures. Orders supplies for grants and studies.

Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

Formats, proofread, and edit materials. Reviews outgoing material for completeness, dates, and signatures. Composes general correspondence and written material.

Coordinates travel arrangements for faculty and faculty candidates. Create detailed itineraries for faculty interviews.

Performs additional functions incidental to office activities.

Required

Skills and Abilities

1. Epic experience including Clinical patient scheduling. Demonstrated experience processing expenses and coordinating travel arrangements.

2. Strong skills using Microsoft Word, Excel, PowerPoint, and Outlook (intermediate proficiency).

3. Demonstrated ability in an administrative role.

4. Demonstrated high level of attention to detail and strong organizational skills.

5. Proven ability to handle competing and shifting priorities.

Preferred

Skills and Abilities

1. Proven experience with Workday expense processing, demonstrated experience with Qgenda and experience in OBGYN clinical scheduling.

2. Proven experience with OR scheduling, uploading patient records.

Principal Responsibilities

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments.
2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.
3. Inputs data into databases and runs reports to verify accuracy and integrity of data.
4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules.
5. Reviews promotion materials from assigned departments and schools to ensure compliance.
6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members.
7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers.
8. Reviews information gathered for faculty searches by the search committee.
9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned. Required

Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and a high school level education; or four years of related work experience and an…