Senior Administrative Assistant

21-Mar-2024

Radiology and Biomedical Imaging – Operations Manager

87005BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, Clinical

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Outside of campus, within Connecticut

Worksite Address

789 Howard Avenue
New Haven, CT 06519

Position Focus:

Reporting to the Clinical Department Liaison, under limited supervision and exercising independent judgment and initiative, provide a high level of administrative support for both academic and clinical affairs for faculty and other practitioners who comprise the Interventional and Neuroradiology section within the Department of Radiology. Responsibilities include but not limited to:

Provide high-level administrative assistance for all administrative procedures, tasks and activities for the faculty and other practitioners within the IR Section as well as support to other faculty members as needed including Neuroradiology. Work closely with faculty and other practitioners to ensure both clinical and administrative functions of the Section are fulfilled. In conjunction with YNHHS Scheduling, YM Partners and other YNHHS collaborators to resolve complex scheduling issues to accommodate multiple priorities across the spectrum of clinical, academic, and administrative activities.

Serve as a source of support and information for the physicians, faculty, and other practitioners to ensure consistent and compliant support for all section activities and services and to ensure their work priorities are met.  Pre-visit confirmation of labs and documentation from outside referring providers is in order before new and established patient visit clinic visits. Responsible for downloading studies into the Yale PACS or other systems.

In collaboration with Yale Medicine centralized services and YNHHS partners, oversee the scheduling and coordination of IR and Neuro section clinics and IR suites. Collect information from patients and referring physicians, including patient history, demographics, and insurance information. Coordinate patient appointments with the various clinics included in this multidisciplinary group. Schedule patients for diagnostic studies, procedures, surgeries, and physician appointments and resolve complex scheduling issues. 

Review day-to-day priorities and assignments and ensure consistent and compliant support for IR section activities, including coordinating the patient hospital admission process and working with account representatives in the admitting office. Coordinate with YM partners to secure insurance precertification for patient diagnostic studies, procedures, and admissions for the Interventional Radiology Section.  In Coordination with Yale Medicine and Clinical Department liaison, respond to inquiries and assist when needed to confirm insurance coverage, eligibility, co-pay, deductible and coinsurance by contacting insurance carriers as needed for coverage and payment verification.

In Coordination with YM partners, respond to inquiries and assist when needed to process clinic referrals and procedures in a timely fashion.

Screen and greet callers and visitors, including confidential and sensitive calls from patients, prospective patients, their family members, and referring physicians. Exercise independent judgment to determine the nature of the inquiries and assist or refer callers and visitors appropriately.

Transcribe, format and and/edit substantive and often confidential written material to include correspondence, patient notes, papers, reports, manuscripts, journal article reviews, and recommendation letters.

Assist with the planning of meetings and serve as primary contact for attendees. Coordinate the preparation and distribution of written materials, agendas, and presentation schedules for these meetings. 

Schedule faculty meetings & appointments. Prepare expense reports for travel and other reimbursements and payments for faculty.

Maintain the calendars, curriculum vitae, licenses, affiliations, and society memberships for faculty. Develop, organize, and maintain accurate office filing systems and various electronic databases. Perform computer literature searches using the Medline database & retrieve selected publications.

Other duties as assigned.

Essential Duties

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 Skill/Ability 1:

Demonstrated ability to independently plan, schedule, and prioritize work based on knowledge of defined departmental and section objectives. Proven ability to manage conflicting demands and deadlines.

Required Skill/Ability 2:

Excellent oral and written communication skills. Proven ability to interact with patients, their families, and their physicians effectively and with a high level of sensitivity for patient needs.

Required Skill/Ability 3:

Arranges for and coordinates schedules, appointments, projects, conferences, and major events. Proven ability to work as a team utilizing group email functionalities, including Epic inbox communications.

Required Skill/Ability 4:

Proven ability to work independently in a remote or hybrid work environment. Excellent attendance.

Required Skill/Ability 5:

Advanced proficiency with Microsoft Office applications, internet searches, and electronic mail functions required knowledge of medical terminology; familiarity with ICD10 codes and CPT codes; Proven Epic experience preferred.

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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