"Senior Administrative Assistant"

Overview

This position reports to the Clinical Division Administrator for the Complex Family Planning Division. Provides administrative support to faculty, fellows and research staff. Activities include (but are not limited to) fellowship coordination, patient pre-authorization coordination with RN Coordinator for patient specific surgical procedures, oversee family planning authorization pool in Epic, QGenda updates, Qualtrics submissions, taking minutes for meetings, travel arrangements, expense reconciliation, CME/conference tracking, license renewals, faculty reappointments, schedule meetings, order food when needed, equipment/supply ordering, and other administrative-related activities.

Required Skills and Abilities

1. Demonstrated Administrative experience in a healthcare and or academic environment.
2. Demonstrated experience working with Qualtrics and QGenda.
3. Demonstrated expertise with Word/Excel/PowerPoint/Outlook and EPIC.
4. Demonstrated experience with scheduling/coordination.
5. Strong sensitivity, understanding and professionalism with patients in highly stressful situations.

Preferred Skills and Abilities

1. Surgical scheduling experience.
2. Proven experience coordinating travel and expense processing.

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.

Hourly Range

$31.83

Location

310 Cedar Street, New Haven, Connecticut

Job Category

Administrative Support

Time Type

Full time

Work Model

Hybrid