Lead Clinical Receptionist/Senior Admin Assistant

Position Focus:

In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has approximately 50,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world and is committed to an inclusive workplace. We are celebrating over 50 years of service to the Yale community.
Our state-of-the-art facility at 55 Lock Street, is where our members receive most of their care from our 150+ providers. It is a 144,000 square foot medical facility with over 90 exam rooms, an Acute Care Department, a 15-bed inpatient facility with two negative pressure rooms, a diagnostic imaging suite including MR and CT scan, x-ray and ultrasound and a full-service retail pharmacy. Reporting to the Assistant Manager Central Reception provide administrative support and direction to the Clinical Receptionist Team at Yale Health. Position will recommend, develop and ensure adherence to Yale Health policies and procedures that enhance the patient experience. Utilize working knowledge of Yale Health policies, procedures and scheduling protocols and serve as a resource to staff who participate in all aspects of front-desk workflow, including appointment scheduling and check-in activities. Exercise a high degree of initiative, sound judgment and discretion involving matters of significant to the overall function of the reception team. Serve as single point-of-contact for clinical managers for inquiries and operational challenges in the absence of the Manager.
Position will collaborate with manager to approve, develop and distribute the daily coverage schedule of staff assignments; support the daily operations of the reception team; answer phones, greet patients and visitors and schedule appointments; serve as a source of information to patients on policies, procedures and office activities; provide input to new or revised policies, staff meeting agendas, team huddle documents and overall communications to the reception team; provide guidance and support to staff who need to adjust or escalate issues within organizational guidelines.

Essential Duties:

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.