Senior Administrative Assistant

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Hourly Range

$31.83

Overview

Provides clinical and administrative support to patients and providers for Yale Medicine Ophthalmology. Coordinates all the administrative functions of scheduling surgery for the patients of the Department of Ophthalmology and Visual Sciences. All paperwork must be completed following all policies of the hospital or ambulatory surgical suite for every surgery, including booking of resources, obtaining precertification and documenting in EPIC for all surgical cases, in office injections and procedures. Each surgery is scheduled in EPIC and followed up on and canceled in the system if the surgery does not take place. Maintains the surgical schedules for surgeons by sub-specialty in an organized manner, including utilization of the Epic scheduling system. Become familiar with set surgical schedules for each surgeon in the department, acting as the source of information for surgical scheduling. Prioritizes cases based on urgency and dates to ensure timely processing of paperwork. Using predetermined scheduling rules by physician and facility, assign surgical date and time for procedures.

Required Skills and Abilities

1. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment, and take initiative.
2. Advanced EPIC training with experience in workday and setting up PO's. . Excellent organizational, written, and verbal communication skills. Strong attention to detail skills and commitment to accuracy is essential.
3. Superior customer service skills. Ability to provide compassionate service. Clear understanding of confidentiality is essential.
4. Strong computer skills and knowledge of Microsoft Outlook and Excel.
5. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated strong telephone and office etiquette. Demonstrated ability to work cooperatively with co-workers and Clinical Operations Manager in an environment of change.

Preferred Skills and Abilities

1. Minimum three to four years’ experience in an Ophthalmology practice.

Principal Responsibilities

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 License(s) or Certification(s)

Required License(s) or Certification(s):

Physical Requirements

Physical Requirements:

Job Posting Date

02/18/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

On-site

Location

40 Temple Street, 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

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air.  HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

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.