Fellowship Coordinator/Sr. Admin. Ass. - OBGYN

Yale Job Opportunity

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Salary: $31.83

Overview

Reporting to the Division Administrator, provides high level clinical and academic support to the manager, faculty attendings and fellows in the Reproductive Endocrinology and Infertility division in the Department of Obstetrics, Gynecology & Reproductive Sciences. Serve as a key contact and work collaboratively on fellowship coordination with Director of fellowship as well as other department fellowship coordinators. Responsibilities include administrative and clinical support for section chief and other division faculty, coordination of faculty and research meetings, coordination of surgeries and clinical appointments, onboarding of new providers, scheduling meetings and taking meeting minutes, maintaining provider academic and clinical calendars, booking travel arrangements, and processing reimbursements and ordering supplies. Provide administrative back-up support to other OBGYN Division staff. Effectively dealing with other tasks and issues as they arise. Epic chart review, Workday expenses and purchasing.

Required Skills and Abilities

1. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling/calendar management, expense processing, and report preparation.

2. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.

3. Demonstrated record of exemplary attendance, punctuality and reliability.

4. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, PowerPoint Outlook).

5. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

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.

Location

200 West Campus Drive, Orange, 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

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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 position. Employees will be assigned specific job-related duties through their hiring department. 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). Yale University is a tobacco-free campus.