Administrative Assistant - New Haven, CT

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and con ...

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale

Hourly Range

$28.43

Overview

This position reports directly to the Administrative Supervisor for the

section of Pediatric Neonatology. The primary responsibility of the

position is to assist in managing the day-to-day office operations of the

section while providing administrative support to faculty, attendings,

advanced practice providers, fellows and research staff. 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 and the improvement of work

processes. This position will personally provide administrative

assistance to faculty and staff by: supporting faculty members in the

performance of their duties; managing calendars and schedules;

identifying and solving problems, working with clinic templates;

coordinating meetings and conferences; faculty recruitment;

preparing correspondence; maintaining Q-Genda on call schedule;

coordinating with other sections and departments on behalf of the

faculty; ordering materials; managing travel; managing licenses and

certifications; expense processing and 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. Assist the Senior Administrative staff with coordinating

lectures, conferences and symposia. Assembles and arranges for

necessary items. Greets visitors. Assesses nature of business.

Responds to requests for information and provides assistance, timely.

Assembles attachments and corresponding material. Reviews

outgoing material for completeness, dates, and signatures.

Coordinates travel arrangements. Orders and maintains inventory of

supplies. Performs additional functions incidental to office activities.

Handles triaging faxes to providers for orders to be signed and

importing documents into patient medical records.

Required Skills and Abilities

1. Demonstrated excellence in providing high quality administrative support to
   
   organizational leaders, and/or staff. Strong problem solving and
   
   organizational skills. Ability to prioritize and organize a large workload.
2. Demonstrated proficiency in the daily use of Microsoft Outlook, Word,
   
   Excel, SharePoint and PowerPoint. Ability and willingness to learn and use
   
   new programs and systems as required.
3. Demonstrated excellence while working in a team-oriented environment.
   
   Strong interpersonal, communication and negotiation skills, to be verified
   
   by references. Capacity and desire to learn new skills and able to work in a
   
   fast-paced environment.
4. Ability and desire to assist in managing the day-to-day office activities on
   
   behalf of the Medical Directors and faculty. High level of personal
   
   motivation, combined with flexibility, resiliency and adaptability. Proven
   
   ability to work independently, prioritize tasks, and handle multiple tasks
   
   simultaneously and strong personal initiative, to be verified by references.
5. Experience with handling multiple schedules, calendars utilizing multiple
   
   calendaring systems. Ability to follow detailed instructions for various tasks.

Preferred Skills and Abilities

Experience in providing administrative support within a medical school

setting supporting faculty. Experience and knowledge of EPIC and Q-Genda.

Principal Responsibilities

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.

Job Posting Date

02/20/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Location

464 Congress Avenue, New Haven, Connecticut

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.