Residency Program Coordinator

26-Sep-2022

Orthopaedics and Rehabilitation – Administrative Operations

76172BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

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:

The Department of Urology is seeking a dedicated, dynamic professional looking to help advance the educational mission of the Department reporting to the program manager while also working with the Residency Director for the Department of Urology. This position will provide high level, comprehensive administrative support by managing the Urologic Residency Program with the goal of meeting the requirements of the Accreditation Council for Graduate Medical Education (ACGME) and Residency Review Committee. Each year, three MDs are selected to participate in the 5-year program that includes one year in general surgery rotation and four years in general urology with comprehensive training in the full breadth of urologic medicine.
This position will be responsible for managing this program by working closely with the House Staff Office and Graduate Medical Education (GME) office, directing the annual resident interview process, and supporting current department residents by coordinating meetings, arranging travel, and other support as needed. This position will be required to balance multiple priorities while meeting strict deadlines with minimal supervision. Candidate will also serve as the Urology Fellowship coordinator, taking the administrative lead on managing our clinical and research fellowships. The position will also be responsible for Continuing Medical Education activities including but not limited to Grand Rounds and Morbidity & Mortality Conferences. 

Essential Duties

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 excellent interpersonal skills including the ability to work successfully with a large number of students, residents and faculty.

Required Skill/Ability 2:

Proven strong analytical, organizational and communication skills, both written and verbal. Candidates are encouraged to provide a cover letter as they are strongly preferred. Excellent attention to detail and ability to manage multiple demands from multiple sources in a fast-paced, high volume environment. Ability to prioritize and multi-task.

Required Skill/Ability 3:

Ability to coordinate meetings, organize logistics for events and process expense reimbursements.

Required Skill/Ability 4:

Intermediate to advanced computer skills, specifically MS Word, Excel and Outlook calendaring.

Required Skill/Ability 5:

Demonstrated resourceful team player. Proven ability to adapt to a changing work environment and growing program is essential.

Preferred Education, Experience and Skills:

Prior experience working in an academic setting. Experience with MedHub. Experience with database development and management. Knowledge of MS Access. Experience arranging travel, handling complex calendars, coordinating meetings, organizing logistics for events and processing expense reimbursements in a professional administrative support capacity.

Weekend Hours Required?

No

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

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Note

Yale University is a tobacco-free campus