Anesthesiology - Medical Education

86755BR

Senior Administrative Assistant

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

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Secretarial

37.5

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

Medical School Campus

789 Howard Avenue
New Haven, CT 06519

Hybrid

Reporting to the Medical Education Manager, this position will provide a high level of administrative program support for the Anesthesiology Residency Program. Assists with the direction of the training programs, education activities, ensures program compliance with YNHH, YSOM, regulatory agency standards (ACGME Common Program Requirements) and Department policies and maintains essential reporting documents. Position functions as a contact and liaison between residents, faculty, and administration for the compiling and submission of reports to ACGME, AAMC, ABA and any other professional organizations as required. Provide data for various Graduate Medical Education database programs such as WebADS, ABA, AAMC, NRMP, ERAS, FREIDA, RTID etc. Responsible for facilitating orientation, onboarding and credentialing of all trainees through the YNHH Medical Staff Office, House Staff Office, Faculty Affairs, graduation activities, ITE, resident activities and recruitment. Coordinates documentation in Medhub including evaluations, case logs, schedules and ensures timely completion. Participates in GME and Department meetings. Support required meeting and committees (Milestones, CCC, PEC, APE etc.). Supports other GME activities, as needed.

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.

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.

Demonstrated work in a Team environment handling coordination activities. Ability to adapt to an ever-changing work environment and growing program. Demonstrates success in detailed work and attention to detail; requiring accuracy and high level of productivity with disciplined follow-up skills. Proficiency in Excel and MS Suite.

Outstanding oral and written communication skills. Ability to compose moderately complex communication with a high degree of accuracy and attention to detail for program wide distribution. Candidates are encouraged to provide a cover letter as they are strongly preferred.

Strong and versatile interpersonal skills including the ability to work with a broad diversity of individuals. Demonstrates well-developed cultural competency skills, patience, respect, emotional control under pressure, confidentiality, and mature judgement. Ability to always represent the Department in a professional and positive manner.

High level of organizational and prioritization skills while managing competing deadlines. Thrives in a team environment and is self-directed, ability to take initiative and follow-through, problem solve, and exercise independent judgement.

Proficiency in Word, Excel, PowerPoint, databases, writing and editing.Prior demonstrated ability in Graduate Medical Education (fellowship/residency) at an academic institution. Knowledge of the scope of the medical field, Training programs, credentialing. Proficiency with MedHub, ERAS, MS Office, MS Teams, Accreditation Data System (ADS), Qualtrics, Outlook Calendar.

Occasional

Occasional

No

No

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.

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

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.

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