Overview
Senior Administrative Analyst / Administrative Analyst Trainee 1 / 2 Jobs in New Paltz, NY at Environmental Conservation, Department of
Orthopaedics & Rehabilitation
94649BR
University Job Title
Senior Administrative Assistant 2
Bargaining Unit
L34 – Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade E
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Secretarial
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Medical School Campus
Worksite Address
37-55 College Street New Haven, CT 06510
Work Model
Hybrid
Position Focus:
Reporting to the Supervisor of Clinical Operations in the Department of Orthopaedics & Rehabilitation, the Lead Sr. Administrative Assistant spends a majority of their time acting as a lead in the department by being a Subject Matter Expert, working on training modules, providing quality reviews and recommendations for administrative efficiencies and working the managers to monitor and manage OR time for the department.
The Lead will recommend updates to policies and procedures to provide outstanding support to the Department’s clinical and educational processes. A large focus of this lead position will be on onboarding/training and continued development for administrative staff as well as review, analysis and allocation of departmental OR utilization and resources. Function as a resource and primary source of information for faculty and staff on all administrative matters. Exercising independent judgment and discretion involving matters of confidentiality. When required, this position will personally provide administrative assistance to faculty and staff by: Supporting the section’s providers in the performance of their duties. Managing calendars and schedules; clinical support with surgical scheduling, and providing administrative support to new and existing patients; identifying and troubleshooting issues. Assisting manager with crafting policies and guidelines. Tracking and assessing patient feedback and data. Ordering materials. Greeting visitors upon their arrival. 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 position will be Onsite 5 days/week for the first 5 weeks, then will be Hybrid 3 days/week in office moving forward.
Essential Duties
1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.
Required Education and Experience
Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate’s Degree; or two years of related work experience and a Bachelor’s Degree; or an equivalent combination of education and experience.
Required Skill/Ability 1:
Demonstrated experience in an administrative support role. Demonstrated Surgical scheduling experience. Strong leadership and training skills. Ability to facilitate change and provide direction while building strong working relationships among support staff with well developed organizational and interpersonal skills.
Required Skill/Ability 2:
Demonstrated excellence in providing high quality administrative and clinical support to organizational leaders, faculty and/or staff. Demonstrated proficiency in the daily use of EMR system, Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.
Required Skill/Ability 3:
Excellent organizational skills. Ability to manage competing priorities. Ability to identify, analyze and solve problems collaboratively and independently utilizing critical thinking skills.
Required Skill/Ability 4:
Ability and desire to assist in coordinating the day-to-day office activities. High level of personal motivation, combined with flexibility, resiliency and adaptability. Strong personal initiative, to be verified by reference(s).
Required Skill/Ability 5:
Excellent written and verbal communication skills. With the ability to communicate to both management and faculty. Excellent attendance and punctuality. Professional demeanor and attire. Ability to prepare and present organized trainings and instructions to a small or large group. Ability to thrive in a team oriented environment, prioritize tasks, and multi-task.
Preferred Education, Experience and Skills:
Bachelor’s degree preferred. Proven experience in providing administrative support within a medical school setting is strongly preferred. Experience with EPIC.
Drug Screen
No
Health Screening
No
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.
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.
EEO Statement:
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
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Title: Senior Administrative Analyst / Administrative Analyst Trainee 1 / 2
Company: Environmental Conservation, Department of
Location: New Paltz, NY
