Senior Administrative Assistant

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Overview

In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has approximately 49,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world and is committed to an inclusive workplace.  We are celebrating over 50 years of service to the Yale community.

Our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy.

Under the direction of the Manager of Member Services, this position provides high level, comprehensive administrative and clerical support for the many components of Yale Health coverage, programs and services. The S.A.A. will utilize previous experience in a fast-paced, multi-faceted customer service environment at a health plan or insurance company, a strong background in benefits administration, insurance or health care operations in order to ensure customer satisfaction and adherence to University and Yale Health policies.

The Senior Administrative Assistant will serve as a principal source of accurate information about Yale Health benefits and services via telephone or walk-in; assess the nature of the inquiry and research issues to seek resolution; perform first intake on patient complaints and work independently or with others in order to identify, interpret, analyze and research complex issues such as enrollment, benefit interpretation, patient service, billing, claim rejections, access to care and treatment and patient rights issues; process and resolve inquiries for Yale students or their parents regarding student coverage options and waivers; communicates and works closely with other University departments for information necessary to resolve any issues.

The Senior Administrative Assistant will participate in the front desk rotation of Member Services. Review weekly and monthly reports for ineligible patients, Medicare and COBRA eligibility reports; coordinate changes and terminations; coordinate and support a group orientation program for new members; create and present presentations; compile, analyze and summarize data; provide administrative support for various committees and meetings; work with primary care chiefs to identify and update open PCC panels.  Position will also provide support to the Medicare/retiree population by answering service questions and resolving issues.     

Schedule/Shift:  Part-time, 20 hours/week, M-F between 12:30 - 4:30 pm. Occasional early mornings, evenings, weekends, holidays/recess periods may also be required.

Required Skills and Abilities
1. Exceptional customer service orientation and the ability to serve as a role model for professional behavior. Ability to critically assess inquiries and adapt to unique situations.

2. High degree of initiative and professionalism. Works effectively with individuals who are experiencing stressful situations. Works positively and effectively with a diverse population.

3. Exceptional organization, prioritization, time management and multi-tasking skills requiring accuracy, consistency and confidentiality. Exceptional critical thinking skills and the ability to use sound independent judgment in order to troubleshoot and resolve issues, Demonstrated ability to independently manage processes

4. A minimum of intermediate proficiency in the Microsoft Office Suite, including Word, Excel and PowerPoint. Ability to accurately compose, edit and proofread correspondence utilizing exceptional grammar, punctuation and spelling. Strong attention to detail and ability to follow tasks through to completion.

5. Demonstrated excellent attendance, punctuality and reliability, as attested by references.

Preferred Skills and Abilities

Experience with IDX, Banner and Workday. Proven experience with EMR systems, including Epic. Experience in a fast-paced, multi-faceted customer service environment at a health plan or insurance company; strong background in benefits administration, insurance, or health care operations. Experience with individual and group presentations.

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

03/03/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Part time

Duration Type

Staff

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

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.