University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Work Location: Central Campus
Worksite Address: 150 Munson Street New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Administration, Clinical
Total # of hours to be worked: 37.5
Work Days/Hours: (Other than Standard)
Shift for this position: is 10:30AM-7PM
Within a team based organizational structure and following Pediatrics Medicine processes, the referral specialist acts as the central point of contact for all medical office activity related to patient referrals for Pediatrics Medicine. Apply substantial knowledge of medical practices and terminology to critically evaluate all incoming referrals and oversee the coordination and scheduling of all patient ambulatory referrals for Pediatrics Medicine. Serve as the main contact for all new patient referrals and serve as the principal source of new patient scheduling information for referring provider offices, patients and schedulers. Serve as a principal source of information to patients and others on Pediatrics Medicine scheduling policies, providers, procedures, and locations. Shift for this position is 10:30an- 7pm.
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 Skill/Ability 1:
Demonstrated high degree of initiative with the ability to use sound independent judgement and critical thinking in order to effectively and appropriately manage patient/caller interactions. Ability to utilize active listening skills to accurately assess and direct callers to the appropriate resource.
Required Skill/Ability 2:
Outstanding interpersonal skills. Extraordinary customer service skills with ability to professionally and effectively interact with all members of the patient’s care team (including but not limited to the patient, parent, primary care provider, etc.). Demonstrated actions as a caring and motivated team player.
Required Skill/Ability 3:
Demonstrated ability to handle heavy phone volume. Ability to perform a variety of routine job tasks to meet occasional conflicting demands, time pressures, deadlines, or emergencies. Strong organizational skills with a proven ability to pay attention to detail on a wide variety of complex matters.
Required Skill/Ability 4:
Excellent communication skills, including grammar, spelling, and punctuation. Ability to accurately enter all patient information and review medical records. Ability to deal with confidential and sensitive patient information in a professional manner while complying with all HIPAA regulations.
Required Skill/Ability 5:
Proven record of exemplary attendance, punctuality, and reliability.
Preferred Education, Experience and Skills:
Experience scheduling in a high-volume healthcare call-center/practice. Comprehensive knowledge of medical terminology. Experience using electronic medical record system, multi-line telephones, ACD lines & call ques. EPIC referral, scheduling, messaging (i.e. in-basket messages), telephone encounters, & chart review skills. Proficiency scheduling in EPIC. Spanish speaking.
Drug Screen: No
Health Screening: No
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.