Administrative Assistant

Essential Duties 1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education. 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. Position Focus: This position reports directly to the Administrative Supervisor for the section of Pediatric Respiratory, Sleep, Allergy and Immunology. The primary responsibility of the position is to assist in managing the day-to-day office operations of the section. This position will work cooperatively with other member(s) of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects. This position will personally provide administrative assistance to the faculty, clinical providers, nursing and staff by: Supporting faculty members and staff in the performance of their duties. Managing calendars and schedules. Identifying and solving problems. Providing customer service support to new and existing patients and their families. Scheduling patients. Coordinating meetings and conferences. Maintaining the Q-Genda on-call schedule. Coordination with YM Care Center. Preparing correspondence. Coordinating with other sections and departments on behalf of the faculty. Answering a high volume of calls. Importing to patients charts in Epic, Department mail and faxing. Following policies and guidelines. Keeping supply inventory and ordering materials. Effectively dealing with other tasks and/or issues as they arise. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments, and agencies. The current hours for this position are 8:30am-5:00pm. Preferred Education, Experience and Skills: Proven experience in providing administrative support within a medical school setting and the use and knowledge of EPIC is strongly preferred. Posting Disclaimer 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 particular position. Employees will be assigned specific job-related duties through their hiring departments.