Senior Administrative Assistant
Reporting to the Clinical Practice Liaison, provides high level administrative and clerical support to the Genetics Chief Medical Officer and numerous Genetics clinical faculty, APRNs, Research Nurse and Postdoc Fellow(s) and other practitioners in the Department of Genetics. Under limited supervision and exercising independent judgment and initiative, assists with coordination of a high volume of clinical and academic activities. Provides back-up coverage as needed for other members of the clinical administrative support team. Provides assistance with special projects as needed. Assists in obtaining and/or reporting confidential and/or specialized information from a variety of sources and provides guidance to office staff with information regarding workload, resources, protocols, systems, policies and procedures. Creates, organizes and maintain systems and data systems used to track and manage clinical and/or office workflow. Independently responds to, screens and triages requests and resolves or triages patient questions regarding clinical referral and appointments. Works in a medical practice and coordinates and manages activities, calendars and schedules, travel and reimbursement of expenses. Ability to handle all facets of clinical scheduling and meeting planning in a highly organized, confidential and complete manner.
- 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.
- Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
- 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.
- 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.
- 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, 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.
- 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 superior organizational and communication skills, both oral and written, and the ability to prioritize and problem solve.
Required Skill/Ability 2:
Demonstrated strong interpersonal skills and the ability to work independently as well as work in a team environment.
Required Skill/Ability 3:
Demonstrated excellent skills for handling phone calls from doctors and other medical providers as well as patients. Ability to handle confidential medical information. Demonstrated knowledge of medical terminology.
Required Skill/Ability 4:
Intermediate proficiency at Word and Excel with ability to be extremely accurate in entering data.
Required Skill/Ability 5:
Demonstrated ability to follow established procedures. Demonstrates professional demeanor and appropriate office etiquette at all times.
Preferred Education, Experience and Skills:
Experience with EPIC.
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: firstname.lastname@example.org.
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