"Sr. Admin, Licensing & Credentialing"

Overview

The Senior Administrative Assistant (Credentialing & Licensing Coordinator) is responsible for all credentialing and licensing matters relating to faculty affairs in the Department of Pediatrics, the 4th-largest department in the Yale School of Medicine. Reporting directly to the Associate Director of Clinical Operations in the Department, the Senior Administrative Assistant (Credentialing & Licensing Coordinator) will be responsible for functions related to departmental faculty affairs including, but not limited to: credentialing and re-credentialing of incoming and current faculty; coordinate appropriate access requests for clinical faculty; preparing application packets for inpatient and outpatient privilege requests; and preparing application packets for billing/insurance credentialing. This position is a complex and high-volume role requiring the incumbent to work effectively with the Department faculty, Chair, Vice Chairs, members of the YSM Faculty Affairs Office, hospital credentialing departments (Yale-New Haven Hospital, Greenwich Hospital, Waterbury Hospital, Lawrence & Memorial Hospital, and other affiliated hospital and clinical sites), and various other high-level university officials. The Senior Administrative Assistant (Credentialing Coordinator) will also need to work well with staff members in the Department of Pediatrics Business Office, Chair’s Office, and each of the administrative assistants across the 14 sections of the Department to facilitate and complete all necessary documentation related to credentialing and licensing in a timely manner to ensure deadlines imposed by the department, Yale-New Haven Hospital System credentialing departments, and/or the YSM Faculty Affairs Office are consistently met. The Senior Administrative Assistant (Credentialing Coordinator) will consistently handle highly sensitive matters and confidential information, so a high level of discretion is required.

Required Skills and Abilities

1. Demonstrated ability in an administrative support role and able to effectively liaise with others across organizational lines to ensure program, projects, and assignments are fully completed in a timely manner. Demonstrated ability to take initiative, ability to network across departments with peers, and independently seek out answers/solutions when necessary.
2. Demonstrated outstanding interpersonal and organizational skills. Excellent record of attendance and punctuality. Proven ability to take initiative and follow through, work both independently and in a team.
3. Proven high level of accuracy and attention to detail, ability to manage multiple projects and effectively meet deadlines.
4. Superior verbal and written communication and excellent customer service skills with the proven ability to interact with all levels of faculty and staff. This position must be able to independently reach out to faculty and staff, schedule Zoom or in-person meetings to directly communicate, respond to inquiries in a timely manner, and provide continuous follow-up when required.
5. Proven intermediate to advanced computer skills with proficiency in Outlook, Word, and Excel.

Preferred Skills and Abilities

Demonstrated ability with licensing & credentialing and malpractice. Understanding of faculty affairs processes is a plus. Proven ability working in an academic and/or medical environment, working among faculty and staff.

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.