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Overview

Provide high level clinical and academic support for the physicians of two Divisions: Pediatric and Adolescent Gynecology and Maternal Fetal Medicine in the Department of Obstetrics, Gynecology & Reproductive Sciences. Responsibilities include administrative and clinical support for section chief and other division faculty, coordination of faculty and research meetings, coordination of surgeries and clinical appointments, on-boarding of new providers, scheduling meetings and taking meeting minutes, maintaining provider academic and clinical calendars, booking travel arrangements, and processing reimbursements and ordering supplies. Provide administrative back-up support to other OBGYN Division staff. Effectively dealing with other tasks and\or issues as they arise.

Position is HYBRID- 3days/week onsite.

Assist in scheduling patients in Epic for Maternal Fetal Medicine urgent\complex patients and surgical scheduling\coordination for Pediatric and Adolescent Gynecology.

Respond and follow up on inquiring from patients, referring physicians or the clinical practice physicians.

Maintain physician clinical and academic calendar: coordinate with Care Center related to faculty schedules and change in templates.

Maintain on-call and clinic schedules. Ensure accurate information is entered and distributed between Qgenda, Outlook calendars and Epic templates.

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.

Process payments and monitors expenditures. Orders supplies for grants and studies.

Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

Formats, proofread, and edit materials. Reviews outgoing material for completeness, dates, and signatures. Composes general correspondence and written material.

Coordinates travel arrangements for faculty and faculty candidates. Create detailed itineraries for faculty interviews.

Performs additional functions incidental to office activities.

Required Skills and Abilities

1. Demonstrated experience with Epic. Demonstrated experience doing clinical and surgical patient scheduling.
2. Demonstrated experience supporting Pediatric department. Strong skills using Microsoft Word, Excel, PowerPoint, and Outlook (intermediate proficiency).
3. Bilingual: English and Spanish. Demonstrated experience in an administrative support role.
4. Demonstrated high level of attention to detail and strong organizational skills.
5. Proven ability to handle competing and shifting priorities.

Preferred Skills and Abilities

1. Proven experience with Workday expense processing, demonstrated experience with Qgenda and experience in OBGYN clinical scheduling.

2. Proven experience uploading patient records.

Principal Responsibilities

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned. Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Job Posting Date

04/15/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

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.