Administrative Assistant Job at Yale University in New Haven

Administrative Assistant

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Hourly Range: $27.74

Overview: Reporting to the Associate Administrator, the Administrative Assistant will provide administrative support to faculty and staff within the division. This position plays a key role in managing the day-to-day administrative operations of patient care flow, ensuring all incoming and outgoing faxes are addressed in a timely manner, routing to the correct divisional team, uploading documents to patients in a timely manner, as well as routing all answering service or on call messages that may come through. Candidate will also assist with the completion of patient care forms. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a high-functioning, fast-paced environment. This role is Hybrid: 3 days/week onsite, First 90 days will be 5 days onsite.

Required Skills and Abilities:

• Demonstrated experience with clinical practices and patient experience.
• Familiarity with medical terminology, orthopedic a plus. Experience and understanding of pre-op, post-op, and surgical workflows. Familiarity with HIPPA practices.
• Excellent organizational skills. Ability to manage competing priorities. Ability to identify, analyze and solve problems collaboratively and independently utilizing critical thinking skills.
• Excellent written and verbal communication skills. Demonstrated excellent attendance and punctuality. Professional demeanor and attire.
• Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty and/or staff. Demonstrated proficiency in the daily use of Epic, Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.

Preferred Skills and Abilities:

• Orthopedic surgical experience and knowledge.
• Yale Health System Epic knowledge preferred.

Principal Responsibilities:

• Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
• Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
• 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.
• Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.
• Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation.
• Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms.
• Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.
• 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.