"Senior Administrative Assistant"

Overview

Reporting to the Associate Administrator in the Department of Orthopaedics & Rehabilitation, the Sr. Administrative Assistant will provide comprehensive surgical and academic support to faculty within the division. This position plays a key role in managing the day-to-day administrative operations of patient flow, ensuring smooth coordination across clinical and academic activities. 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.

Required Skills and Abilities

1. Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty and staff. Demonstrated proficiency in the use of Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.
2. Demonstrated experience with Surgical scheduling and patient experience. Familiarity with medical terminology. Proven experience and understanding of pre-op, post-op, and surgical workflows.
3. Excellent organizational skills. Ability to manage competing priorities. Ability to identify, analyze and solve problems collaboratively and independently utilizing critical thinking skills.
4. Demonstrated calendar management experience, proficient in managing complex calendars, including scheduling meetings, coordinating across departments/divisions, and anticipating conflicts.
5. Excellent written and verbal communication skills. Demonstrated excellent attendance and punctuality. Professional demeanor and attire.

Preferred Skills and Abilities

1. Orthopedic surgical experience and knowledge.
2. Yale Health System Epic knowledge preferred.

Principal Responsibilities

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. Gets 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.

Job Category

Administrative Support

Time Type

Full time

Work Model

Hybrid

Location

37-55 College Street, New Haven, Connecticut

Hourly Range

$31.05