Senior Administrative Assistant

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Overview

The Psychological Medicine Section is seeking a motivated professional to serve as the Sr. Administrative Assistant/Program Coordinator for the Consultation-Liaison Psychiatry Fellowship Program and provide high-level administrative and operational support to the Section Chief and the YNHH Chief of Psychology. Operating with considerable latitude, independent judgment, and general guidance, this role manages competing priorities across medical education, clinical service administration, and executive support.

Key Responsibilities:

• Fellowship Program Management (Supporting Fellowship Director): Manage fellowship recruitment, applicant communications, file maintenance, Workday actions, and candidate interview visits, Assists with program activities related to National Resident Marching Program, including posting positions and candidate ranking.
• Oversees fellows’ orientation, didactic schedules, rotation/elective assignments, evaluation tracking, and graduation verification. Assists fellowship graduates with training verification.
• Ensure full ACGME accreditation compliance, including web survey maintenance, annual reporting to regulatory and professional bodies and site visits.
• Assist with orientation and rotation assignments for resident physicians and other rotating trainees.
• Assist faculty in fellows’ supervision and didactics (e.g. uploading presentations, ensure audio-visual equipment is ready for use).
• Clinical Service & Section Operations (Supporting Section Chief): Oversee daily administrative management for the Psychiatric Consultation Service at Yale New Haven Hospital, including faculty block service schedule, teams schedule, call/vacation schedules, case conferences, and service rounds.
• Maintain clinical and financial records, including data verification for billing purposes.
• Serve as the primary administrative liaison between the Section and the Department Business Office for faculty and staff matters. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• Coordinate office support for Fitkin 619 and SRC CL offices (e.g. call) on-site IT support.
• Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• 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, 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.
• Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation.
• 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.
• 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.
• Coordinate committee and service meetings, including agendas, materials, presentations, and minute-taking.
• Plans and execution section conferences, workshops, and special events, including travel, lodging, venue logistics, catering, and expense processing.
• Executive Support & Event Coordination (Supporting Section Chief & YNHH Chief of Psychology):
• Provide calendar and meeting management for the Section Chief and the YNHH Chief of Psychology.
• Required Skills and Abilities
• 1. Proven ability of advanced administrative skills, including coordinating meetings, organizing logistics for events, ability to manage multiple demands from multiple sources in a fast-paced environment. Intermediate to advanced proficiency with Microsoft Office Suite.
• 2. Professional demeanor and sound judgment, including the ability to work with confidential materials and information. Exceptional oral and written communication skills. Excellent interpersonal skills including the ability to work with trainees of various levels, staff, and faculty.
• 3. Strong customer service skills to work with every level of administration, academia, and clinical professionals. Ability to independently problem solve and recommend viable solutions.
• 4. Demonstrated superior organizational skills; ability to pay attention to detail and act with independence and confidence in a high-pressure environment.
• 5. Proven ability to adapt to changing work environment and growing program and acting as a resourceful team player is essential.
• Preferred Skills and Abilities
• 1. Bachelor’s Degree.
• 2. Proven experience supporting high level administrator or faculty in an academic setting. Proven experience with Yale policies and procedures.
• 3. Prior proficiency coordinating travel arrangements in an administrative support role. Proven experience using Med Hub, Thalamus, ERASExcel, Qgenda/Oncall  and/or Qualtrics preferred.
• Principal Responsibilities
• 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.
• Job Posting Date
• 10/27/2026
• Job Category
• Administrative Support
• Bargaining Unit
• L34