Senior Administrative Assistant

Senior Administrative Assistant / Scheduler Ophthalmology

This temporary Senior Administrative Assistant / Scheduler role in the Department of Ophthalmology and Visual Science provides high-level administrative and clinical support through December, with the possibility of extension or transition into an internal role based on performance. The position focuses on coordinating faculty calendars, clinic schedules, surgical scheduling, expense reporting, and supporting a very fast-paced, patient-centered environment.

Responsibilities

• Coordinate faculty calendars using Outlook, ensuring accurate scheduling of clinics, meetings, and other departmental activities.
• Manage clinic schedules, including booking, modifying, and confirming patient appointments in a high-volume ophthalmology practice.
• Handle surgical scheduling, including coordinating dates, times, and required resources, and supporting prior authorization procedures.
• Process expense reports and related financial transactions using Workday, ensuring accuracy and timeliness.
• Schedule and manage 100+ patient calls and appointments across the department, maintaining a high level of organization and efficiency.
• Handle high call volumes on multi-line phone systems and ACD call queues, answering inbound calls and making outbound calls as needed.
• Assess and direct inquiries appropriately using sound judgment and active listening, including managing referrals and routing messages to the appropriate clinical or administrative staff.
• Utilize EPIC for scheduling, messaging, and chart review, maintaining accurate and up-to-date patient records.
• Maintain strict confidentiality of patient and faculty information and comply fully with HIPAA regulations and all privacy requirements.
• Communicate clearly and professionally with patients, families, faculty, and staff, providing extraordinary customer service at all times.
• Prepare and update documents, reports, and presentations using Microsoft Word, Excel, PowerPoint, and Qualtrics.
• Demonstrate reliability through exemplary attendance, punctuality, and follow-through on assigned tasks and responsibilities.
• Take direction readily, show a willingness to learn, and contribute as a caring and motivated team member in a collaborative environment.
• Work effectively under pressure and time constraints, managing multiple tasks and priorities in a very fast-paced clinical setting.
• Support general administrative and clinical operations as needed to ensure smooth functioning of the ophthalmology department.

Essential Skills

• Proficiency in EPIC for scheduling, messaging, and chart review.
• Experience with Workday expense processing.
• Strong Outlook calendaring skills for managing complex faculty schedules.
• Proficient in Microsoft Excel, PowerPoint, Word, and Qualtrics.
• Excellent verbal and written communication skills, including strong grammar, spelling, and punctuation.
• Ability to handle confidential and sensitive patient or faculty information in full compliance with HIPAA regulations.
• Outstanding interpersonal skills and extraordinary customer service abilities, with the capacity to interact professionally and compassionately with all stakeholders.
• Demonstrated ability to work in a very fast-paced, high-volume healthcare environment and remain organized under pressure.
• Experience with surgical scheduling and prior authorization procedures.
• Experience handling high call volumes, including inbound and outbound calls, in a healthcare call center or medical practice.
• Familiarity with medical terminology and electronic medical records systems.
• Experience with ACD lines, call queues, and multi-line phone systems.
• Strong attention to detail and organizational skills, with the ability to manage multiple tasks and priorities.
• Proven record of punctuality, attendance, and overall reliability.
• Ability to take direction, demonstrate a go-getter mentality, and show a strong willingness to learn.

Additional Skills & Qualifications

• High school diploma and four years of related work experience (including at least two years at the next lower level); or
• Associate degree and two years of related work experience; or
• Equivalent combination of education and experience.
• Ophthalmology knowledge and prior experience in an ophthalmology setting preferred.
• Additional surgical scheduling experience in a healthcare environment is highly desirable.
• Experience providing customer service excellence to patients, families, and care teams.
• Comfort working with referrals and coordinating care across providers and departments.

Work Environment

This full-time position is fully on-site in New Haven, CT, within the Department of Ophthalmology. The schedule typically runs between 8:00 a.m. and 5:30 p.m., supporting a very fast-paced, high-volume clinical practice. You will work closely with physicians, clinical staff, and administrative colleagues, using technologies such as EPIC for electronic medical records and scheduling, Workday for expense processing, Outlook for calendaring, and multi-line phone systems with ACD call queues. The environment is highly patient-facing, with frequent interaction by phone and in person, requiring professional attire, a polished demeanor, and a strong commitment to customer service and teamwork.

Job Type & Location

This is a Contract position based out of New Haven, CT.

Pay and Benefits

The pay range for this position is $26.00 - $32.00/hr. Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors. Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in New Haven,CT.

Application Deadline

This position is anticipated to close on Aug 28, 2026.

About Actalent

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San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.