Senior Administrative Assistant

Actalent • New Haven, CT • 14h ago

Job Title: Administrative Assistant

Job Description

The Administrative Assistant plays a vital role in providing comprehensive administrative, surgical, and academic support to faculty within the Division. This position is crucial in managing daily operations related to patient flow and academic coordination. The ideal candidate will be highly organized, detail-oriented, and thrive in a fast-paced, high-functioning environment.

Responsibilities

Coordinate and manage complex faculty calendars, including scheduling meetings and resolving conflicts across departments.

Support surgical scheduling using the EPIC system, including pre-op, post-op, and surgical workflows.

Serve as a liaison between faculty, patients, and clinical staff to ensure seamless communication and scheduling.

Manage expense tracking, reporting, and reconciliation using Workday.

Assist with academic and administrative tasks, including travel arrangements, event coordination, and document preparation.

Maintain confidentiality and professionalism in all communications and interactions.

Essential Skills

Ability to manage multiple tasks efficiently under pressure in a high-functioning environment.

Strong time management and attention to detail.

Proficient in Outlook, Microsoft Teams, or similar platforms for scheduling and coordination.

Experience with surgical scheduling and understanding of clinical workflows.

Skilled in using Workday for HR and finance-related functions.

Additional Skills & Qualifications

Four years of related work experience and a high school diploma; or an equivalent combination of education and experience.

Associate's or Bachelor's degree in a related field preferred.

Familiarity with EPIC, especially surgical scheduling and Inbasket messaging.

Proficiency in Microsoft Office Suite and Outlook.

Experience coordinating travel and academic events.

Knowledge of Workday systems.

Work Environment

The position is based fully on-site at the Boardman Building 3, with potential for a hybrid setup depending on the candidate. The work schedule is flexible between 8 AM to 5 PM, Monday to Friday. The role is within the Thoracic division of the YSM Surgery Department.

Pay and Benefits

The pay range for this position is $28.00 - $32.00/hr.

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 Jun 30, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.

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