Senior Administrative Assistant, Surgical Scheduler

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Overview

Reporting to the Division Administrator in the Department of Ophthalmology & Visual Science, this position provides a high-level of administrative and clinical support to multiple clinical providers and/or faculty. Responsibilities include managing complex calendars, scheduling surgeries and special procedures, coordinating pre and post-operative care. As well as, coordinating travel arrangements, organizing events, processing financial transactions, such as expenses and reimbursements, and supporting faculty and staff with administrative needs.

This position requires strong organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Senior Administrative Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times. The Senior Administrative Assistant is expected to provide cross-coverage for other administrative team members as needed and demonstrate flexibility in responding to departmental and operational needs.

Schedule: Base schedule 2 days/week onsite , can be more days depending on departmental needs. Thursday is the required anchor day.

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.

Job Posting Date

11/11/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

Note

Yale University is a tobacco-free campus.

Requirements

Demonstrated experience with Surgical scheduling. Proficient in EPIC scheduling, Adobe, and Outlook. Proven experience with Microsoft Excel, PowerPoint, and Microsoft Word.; Excellent verbal and written communication skills, including grammar, spelling and punctuation. Ability to deal with confidential and sensitive patient or faculty information in a professional manner while complying with all HIPAA regulations.; Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.; Outstanding interpersonal skills. Extraordinary customer service skills with ability to interact with all stakeholders professionally and effectively. Demonstrated actions as a caring and motivated team player.; Proven record of exemplary attendance, punctuality, and reliability.

Nice to have

Ophthalmology knowledge.; Advanced Technology Skills: Familiarity with systems such as Workday, Adobe, Qgenda, Microsoft Office Applications and other administrative software.; Proven experience with expense reimbursements, and coordinating travel arrangements.