Administrative Assistant

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Overview

15 York Street New Haven, on site and in the administrative office.  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 is scheduling of Oral Food Challenge and Oral Therapy Challenge procedures in the fast growing section of Pediatric Allergy.  Answering a high volume of calls.  Importing a high volume of procedure consent forms, testing forms and other important medical documents to patients charts in Epic, Department mail and faxing. Following policies and guidelines. 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.  This position will 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. The current hours for this position are 8:30am-5:00pm.

Required Skills and Abilities

1. Demonstrated excellence in providing high quality administrative support. Strong problem solving and organizational skills, to be verified by reference(s).  
2. Experience in Epic EMR systems
3. Demonstrated excellence while working in a team-oriented environment. Strong interpersonal, communication and negotiation skills, to be verified by reference(s). Capacity and desire to learn new skills. 
4. Ability to answer a high volume of calls, professionally. Strong customer service skills.  High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously. Strong personal initiative, to be verified by reference(s).

Preferred Skills and Abilities
Experience in providing administrative support within a medical school setting 

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

06/30/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Full time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

On-site

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.