"Office Assistant"

Overview

In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has approximately 49,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world and is committed to an inclusive workplace. We are celebrating over 50 years of service to the Yale community.

Our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy.

Under the general direction of the Yale Health Building Services Manager, the Office Assistant performs a wide range of functions in support of the clinical and administrative mission of Yale Health.

Duties include:

• Perform stockroom duties including: shipping, receiving, order fulfillment, auditing of expirable products and maintenance of a computerized inventory system.
• Maintain an orderly stockroom with adequate supplies.
• Maintain a courteous and professional presence throughout the facility while providing exemplary customer service to a wide range of clientele. Provide guidance and instruction to visitors.
• Serve as a front-line customer service resource for Yale Health staff regarding the availability of supplies, equipment and other necessities needed to fulfill the organization’s mission.
• Deliver and pick up a broad range of materials including medical specimens, mail, supplies, and various equipment within the Yale Health building, throughout campus and to non-campus sites. Deliveries will be made on foot or via a Yale Health vehicle in all weather conditions.
• Sort and distribute incoming mail and other printed material including confidential medical information. Meter and coordinate outgoing mail.
• Move furniture and set up various rooms for meetings.
• Assist with keeping building inventories of movable equipment up to date.
• Provide administrative support including calendar coordination, meeting scheduling, minute taking, office coverage, and phone coverage to ensure continuity of operations.
• Serve as point of contact for routine and administrative and operational inquires, supporting communication and coordination across departments.
• Assist with documentation, tracking, and reporting related to inventory, deliveries, equipment movement, service requests, and other operational activities.
• Performs a variety of clerical duties including data entry and moderately complex computer functions required to perform the above duties.
• Perform other duties as needed.

Schedule

Full-Time - 37.5 HRS; Weekdays M-F 9:00-5:30PM. Some weekends, evenings, holidays and recess may be required.

Required Skills and Abilities

1. A team player with well-developed customer service and communication skills. Well-developed critical thinking skills and the ability to use sound independent judgment to trouble shoot and resolve issues.
2. Demonstrated ability to take initiative, anticipate actions needed and possess excellent interpersonal skills. Demonstrated ability to maintain professionalism and professional demeanor with a positive attitude. Demonstrated ability to work cooperatively with co-workers and supervisor in a fast-paced environment. Demonstrated ability of multitasking with strong organizational and prioritization skills, working in a busy environment.
3. Computer proficiency including familiarity with inventory systems and Microsoft Office. Ability to maintain confidentiality and comply with HIPAA policies and protocols while demonstrating great attention to detail with the ability and willingness to learn. Flexibility and willingness to move easily between tasks as operational priorities shift. Mechanical aptitude to assess minor trade/repair issues and report to appropriate parties.
4. Valid CT driver's license and a safe driving record.
5. Excellent attendance, punctuality and reliability, as attested by references.

Principal Responsibilities

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff.
2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities.
3. Compiles statistical data and information. Establishes and maintains filing systems.
4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems. Monitors and reconciles financial data.
5. Keyboards letters, memoranda and other materials. Composes general written material.
6. Schedules and coordinates conferences, meetings, appointments, and classrooms.
7. May oversee and instruct support staff.
8. Performs clerical functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.