Senior Administrative Assistant

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Overview

Under the supervision of the Division Administrator and exercising independent judgment and initiative, provide high level clinical administrative support to faculty and administrators in the Department of Urology. As a department point person for clinical processes, submit and coordinate daily requests to the CARE Center for ambulatory clinic schedule modifications for 40+ Urology MDs and APPs, including but not limited to closing/opening of clinical sessions, modifying provider templates, closing appt slots, adding urgent appointment/clinic visits, etc. Coordinate changes with administrators, faculty, staff, clinical site management, and surgical schedulers as needed and communicate time sensitive changes as appropriate. Screen and respond to emails and Epic in basket messages while maintaining calendar for all clinical activity. Scan clinical documentation into Epic for provider billing. In addition, provide administrative backup to colleagues, cross-train in other areas of Urology as needed. Performs additional functions incidental to office activities.

This is a hybrid role, working 3 days in office and 2 days remote.

**The Essential Duties are generic in nature; the information contained in the Overview is most relevant to this position.**

Required Skills and Abilities

1. Demonstrated experience working in a medical practice and/or academic healthcare setting supporting faculty and administrators. EPIC experience required.

2. High level of attention to detail and strong organizational skills. Proven ability to handle competing and shifting priorities and responding quickly to urgent matters. Ability to work in a fast-paced medical office environment.

3. Excellent attendance record, punctuality, and reliability. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor. Ability to exercise good judgment.

4. Excellent computer skills. Proven ability to learn new database systems. Intermediate to advanced proficiency with Zoom, internet navigation, MS Word, Outlook, and learn new platforms as needed.

5. Excellent verbal, written and interpersonal communication skills. Self-motivated, with the ability to take initiative, solve problems and exercise independent judgment. Ability to maintain strict confidentiality and diplomacy in handling sensitive materials. Excellent customer service skills and the ability to interact well with a diverse population.

Preferred Skills and Abilities

1. Urology experience a plus but not required.

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. Greets 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. Required License(s) or Certification(s) Required License(s) or Certification(s): Physical Requirements Physical Requirements:

Job Posting Date

03/10/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

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.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.