Details
Posted: 27-Aug-26
Location: New Haven, Connecticut
Categories: Staff/Administrative
Internal Number: 137504WD
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Overview
The Senior Administrative Assistant provides essential clinical/surgical scheduling administrative support to the Interventional Pain Division in the department of Anesthesiology. The role will serve as the administrative liaison to the Yale Medicine Care Center, ensuring smooth operations and efficient workflow. Responsibilities include scheduling complex surgeries and procedures, submitting Qualtrics request to align with provider templates in Epic, drafting faculty coverage in preparation for submittal to Qgenda. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times. This position will require additional support to the clinical operations team.
Required Skills and Abilities
- Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling.
- Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
- Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
- Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
- Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.
Preferred Skills and Abilities
- Advanced Technology Skills: Familiarity with systems such as Qgenda and Epic. Proven experience with surgical scheduling.
- Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.
Disregard Principal Responsibilities section below.
Principal Responsibilities
- 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.
Job Posting Details
Job Posting Date: 08/26/2026
Job Category: Administrative Support
Bargaining Unit: L34
Compensation Grade: Labor Grade D
Hourly Range: $31.83
Time Type: Full time
Duration Type: Staff
Work Model: Hybrid
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.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Yale University is a tobacco-free campus.