Administrative Assistant

Essential Duties

1.Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors.

Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual.

Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts.

Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures.

Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings.

Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements.

Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7.

Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff.

Performs additional functions incidental to office activities. 8. May perform other duties as assigned.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

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.

Position Focus:

Provide administrative support to the Department of Dermpathology. Performs all necessary functions for daily operations and serves as source of information to students, staff, and faculty on policies, procedures, and office activities.

• Answer phones

• Send out and return slides/blocks to facilities.

• Add/update all demographic and clinical information for cases into Powerpath system.

• Scan requisitions into Powerpath system

• Sort and prepare outgoing mail

• File slides

• Request slides/blocks from outside facilities for dermatopathologist

• Complete paperwork and ready slides/blocks to go to outside facility for further testing per Dermatopathologist.

• Prepare slides/reports for mm conference, and weekly Grand rounds (includes gathering and printing information from EPIC)

• Pulls slides weekly and prints report for Pre-op cases

• Code cases using macros in Powerpath for diagnosis completion for dermatopathologist sign out.

• Dictation of reports using fusion system. The dermatopathologist records the report and the admin assistant listens to it with headphones and types report.

• Types and sends out letters and correspondence for dermatopathologist.

• Provides clerical support, mostly clinical related for dermatopathologist.

Preferred Education, Experience and Skills:

Associates Degree. Dictation/Transcription experience. Experience with dermatology.

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.