Administrative Assistant, Pediatrics GI

19-Oct-2022

Pediatrics – Administration

76949BR

University Job Title

Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

789 Howard Avenue
New Haven, CT 06519

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

This position reports directly to the Division Administrator for the Section of Pediatric Gastroenterology. The primary responsibility of the position is to support practitioners with Operating Room/Endoscopy Suite scheduling; assist in the support of the day-to-day office operations while providing a high level of administrative support to attendings and advanced practice providers. 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 will provide administrative assistance to faculty and staff by: managing calendars and schedules; identifying and solving problems; providing customer service support to new and existing patients and their families; coordinating meetings and conferences; preparing correspondence; coordinating with other sections and departments; managing patient feedback and data; ordering materials; and effectively dealing with other tasks and/or issues as they arise. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments, and agencies.

Essential Duties

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.

Required Skill/Ability 1:

Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty and/or staff. Demonstrated organizational skills and ability to multi-task, to be able to assist in multiple office responsibilities.

Required Skill/Ability 2:

Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel, Zoom and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.

Required Skill/Ability 3:

Demonstrated excellence being a team player and working in a team-oriented environment. Strong interpersonal and communication skills, both written and verbal. Ability and desire to learn new skills and gain proficiency in a variety of office support technologies, processes and procedures.

Required Skill/Ability 4:

Ability and desire to assist in supporting the day-to-day office activities. This requires a high level of personal initiative, combined with flexibility, resiliency, and adaptability. Proven ability to take direction and the desire to learn and advance. Ability to collaborate with co-workers in order to prioritize tasks and handle multiple tasks.

Required Skill/Ability 5:

Ability to manage multiple schedules, including but not limited to section event calendars, service/attending schedules, travel and calendars for supported faculty members. Ability to coordinate all aspects of meetings and conferences (especially Zoom), and to produce detailed minutes upon the conclusion of such events.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

equity@yale.edu

Note

Yale University is a tobacco-free campus