Senior Administrative Asst, YMA Digestive Diseases

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Overview

The Senior Administrative Assistant provides comprehensive administrative and clinical support to providers, patients, and the interdisciplinary care team within a busy outpatient medical clinic. This role coordinates patient scheduling, including surgical procedures, diagnostic testing, and follow-up appointments, while ensuring accurate documentation and compliance with organizational policies and procedures. The position serves as a primary point of contact for patients, referring providers, and internal departments, delivering exceptional customer service, managing high-volume communications, and supporting efficient clinic operations through effective use of the Epic electronic medical record (EMR) system.

Required Skills and Abilities

1. Demonstrated ability to coordinate complex patient, provider, and surgical scheduling in a fast-paced clinical environment while managing multiple priorities and frequent interruptions. Excellent customer service, interpersonal, written, and verbal communication skills with the ability to exercise sound judgment, maintain confidentiality, and communicate professionally with patients, providers, and staff.
2. Proficiency with Epic or comparable electronic medical record (EMR) systems and Microsoft Office applications, with strong computer and data entry skills.
3. Strong organizational skills, attention to detail, and commitment to accuracy when managing patient records, referrals, insurance verification, and surgical documentation.
4. Ability to work independently and collaboratively within a team, adapt to changing priorities, and maintain professionalism while supporting clinic operations.
5. Proven proficiency working in a clinical/medical environment scheduling surgical appointments, with the ability to work productively under pressure, manage frequent interruptions, prioritize competing demands, and demonstrate initiative.

Preferred Skills and Abilities

1. Six or more years of experience in an outpatient medical practice, hospital, or ambulatory care setting.

2. Proven experience coordinating provider schedules, surgical procedures, diagnostic testing, referrals, and insurance authorizations.

3. Proficiency with Epic (including Cadence) or other electronic medical record (EMR) systems and Microsoft Office applications.

4. Knowledge of medical terminology, clinical workflows, and patient registration, scheduling, and billing processes.

5. Demonstrated ability to provide exceptional customer service, work effectively in a high-volume, fast-paced environment, and adapt to changing priorities.

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.

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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.