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Overview
The primary work location is 430 Congress Avenue. The Administrative Assistant 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 handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments and agencies.
Required
Skills and Abilities1. Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty 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. Proven experience with handling multiple schedules, calendars utilizing multiple calendaring systems. Ability to follow detailed instructions for various tasks.Preferred
Skills and Abilities1. Proven experience in providing administrative support within a medical school setting and the use and knowledge of EPIC and Q-Genda is strongly preferred.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, manuscripts, reports, and other material. Assembles attachments and corresponding material.4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation.6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms.7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.8. May perform other duties as assigned.Required
Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.
Job Posting Date
11/11/2026
Job Category
Administrative Support
Bargaining Unit
L34
Compensation Grade
Labor Grade C
Compensation Grade Profile Hourly Range
$28.43
Benefits
Yale Benefits
Time Type
Full time
Duration Type
Staff
Work Model
On-site
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor…