Senior Administrative Assistant 2

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Overview

The Department of Surgery, Trauma General Surgery is recruiting for a Senior Administrative Assistant 2. This position will serve as the primary administrative point of contact for the four Delivery Networks: Lawrence + Memorial Hospital, Bridgeport Hospital, Greenwich Hospital, and Westerly Hospital. The position will provide comprehensive administrative and academic support to faculty across the Delivery Networks and serve as a key liaison between Delivery Network faculty, administrative teams, and Yale Medicine leadership.

The position will provide administrative and academic support for key surgical leadership, including the System SICU Chief, Dr. Bassily-Marcus; the Chair of Surgery at Lawrence + Memorial Hospital; and the section chiefs for Lawrence + Memorial Hospital, Bridgeport Hospital, Greenwich Hospital, and Westerly Hospital. The position will coordinate and facilitate administrative needs across multiple locations while ensuring consistency with Yale Medicine processes, policies, and standards.

The position will be responsible for coordinating the onboarding and offboarding of faculty within the Delivery Networks. This includes independently coordinating and tracking administrative, academic, financial, operational, equipment, system access, scheduling, and other transition requirements. The position will work across multiple departments and stakeholders to identify outstanding items, resolve issues, communicate status, and ensure faculty transitions are completed accurately and within established timelines.

The position will also coordinate and oversee projects, initiatives, and administrative processes across the Delivery Networks. This includes identifying workflow issues, developing and implementing standardized processes, monitoring completion of work, and coordinating communication among multiple locations and administrative teams.

In addition to managing their own responsibilities, the position will provide direction, guidance, and coordination to administrative assistants supporting Delivery Network faculty. This includes distributing and monitoring workloads, coordinating administrative coverage, assisting with prioritization of competing demands, identifying gaps or issues, and promoting consistent administrative practices across the Delivery Networks.

As the primary liaison for the Delivery Networks, the position will exercise independent judgment in coordinating and resolving administrative and operational issues and will determine when matters can be addressed directly and when escalation to leadership or other appropriate departments is necessary. The position will facilitate communication between faculty, administrative staff, operational departments, and Yale Medicine leadership to ensure issues are appropriately addressed and followed through to resolution.

The position will play a key role in improving operational efficiency and standardizing administrative processes across geographically dispersed Delivery Network locations. This includes evaluating current workflows, identifying opportunities for improvement, implementing agreed-upon changes, and monitoring processes to ensure continued effectiveness and alignment with Yale Medicine standards.

Through this combination of administrative leadership, cross-site coordination, project oversight, faculty support, and process improvement, the position will ensure that the academic, administrative, and operational needs of Delivery Network faculty are effectively coordinated and supported.

Delivery networks specific:

Weekly Communication and Coordination

• Participate in weekly meetings with Delivery Network managers, office staff, and surgical schedulers to review operational needs, scheduling concerns, upcoming changes, and outstanding issues.
• Serve as a central point of communication between Delivery Network faculty, administrative staff, surgical scheduling teams, and leadership.
• Identify scheduling or operational concerns and coordinate appropriate follow-up and resolution.
• Review provider calendars and schedules across locations to identify potential conflicts, gaps, or issues and address them proactively.

Regular Faculty Check-Ins

Faculty Schedule and Operational Check-Ins

• Conduct regular check-in meetings with faculty to review clinic, surgical, academic, and administrative schedules.
• Proactively identify potential conflicts between clinic schedules, surgical obligations, meetings, academic responsibilities, and other commitments.
• Work with faculty and administrative teams to resolve scheduling conflicts and ensure schedules accurately reflect provider availability and responsibilities.
• Maintain awareness of faculty working across multiple Delivery Network locations and coordinate schedules accordingly.

Meeting Coordination

Faculty Meeting and Calendar Management

• Review and manage meeting requests for faculty based on clinical, surgical, academic, and administrative commitments.
• Exercise judgment when accepting, declining, or proposing alternate times for meeting requests based on faculty availability and operational requirements.
• Coordinate meetings around EPIC clinic templates, surgical schedules, call responsibilities, academic obligations, and other time-sensitive commitments.
• Communicate scheduling changes and coordinate with multiple stakeholders when conflicts arise.

Workflow Organization and Cross-Site Coordination

Delivery Network Workflow Management

• Maintain a comprehensive understanding of provider schedules, clinical locations, administrative responsibilities, and operational workflows across the Delivery Networks.
• Coordinate schedules for providers who practice at multiple locations to minimize conflicts and ensure appropriate coverage and availability.
• Monitor changes to provider schedules and communicate updates to the appropriate administrative, clinical, and scheduling teams.
• Identify recurring workflow issues and opportunities to improve coordination and consistency across Delivery Network locations.
• Assist in establishing and maintaining standardized administrative processes across the Delivery Networks.

Qgenda

 

• Maintain and update Qgenda provider schedules to accurately reflect clinic locations, surgical assignments, administrative responsibilities, call schedules, time away, and other changes.

• Review Qgenda regularly to ensure provider schedules are accurate and consistent with EPIC templates and operational schedules.

• Coordinate with faculty, managers, and administrative staff to resolve discrepancies and make necessary schedule updates.

• Identify and address scheduling conflicts or inaccuracies in Qgenda that could affect clinical operations, provider coverage, or communication.
• Submit and monitor Qualtrics forms to request the appropriate opening and closing of provider clinics, ensuring clinic availability accurately reflects provider schedules, staffing, location, and operational needs.

• Coordinate clinic template changes and communicate with the appropriate teams to ensure requested openings and closures are completed accurately and timely.

• Review clinic schedules following changes to confirm that templates have been opened or closed appropriately and that EPIC and Qgenda reflect the intended provider availability.

• Identify and address discrepancies between approved clinic schedules, EPIC templates, and Qgenda to prevent inappropriate scheduling or patient access issues.

 
Required Skills and Abilities

1. Demonstrated experience supporting executive leadership (chief level & up) in and administrative role. Demonstrated experience with Surgical scheduling, calendar management, expense processing and coordination of travel arrangements.

2. Demonstrated experience training and providing oversight to other administrative assistants. Demonstrated experience handling provider on-call schedules.

3. Demonstrated experience with Qgenda Epic and the Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.

4. Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail. Ability to handle sensitive and confidential information with discretion and professionalism.

5. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders. Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.

Preferred Skills and Abilities

1. Familiarity with higher education or academic settings, including experience with faculty appointments, promotions, and event planning.

2. Advanced proficiency with administrative systems such as Workday, Interfolio, and Yale Message.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date

10/12/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

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

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.