Allergy & Immunology Clinical Fellowship Program Coordinator

Working at Yale means contributing to a better tomorrow. Your talents and contributions are welcome in our New Haven-based community.

About the role

The Allergy & Immunology Senior Administrative Assistant / Clinical Fellowship Program Coordinator oversees and coordinates a broad range of administrative, programmatic, and operational activities that support fellows, faculty, and program leadership. The position provides high-level academic and administrative support to the Section of Allergy & Immunology, serves as a subject matter expert on fellowship policies and procedures, and works closely with the Fellowship Program Director and faculty to ensure the effective management of fellowship recruitment, onboarding, credentialing, scheduling, educational programs, evaluations, individual and program reports, and trainee support.

The position plays a key role in maintaining compliance with Accreditation Council for Graduate Medical Education (ACGME) standards and institutional requirements, helping to ensure the continued accreditation and successful operation of the fellowship program. Additionally, the individual will provide assistance and support for all aspects of the sections of Rheumatology and Allergy & Immunology, including faculty support, clinical operations, conference/CME coordination, and research initiatives.

Responsibilities

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• 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.
• 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. Performs additional functions incidental to office activities.

Requirements

• 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.

Skills

Required

• Proficient computer skills including well-developed knowledge of Microsoft Office and Outlook calendaring, Zoom meeting hosting.
• Demonstrated ability to multitask and meet deadlines; easily adaptable to change.
• Excellent organizational and oral and written communication skills.
• Ability to correctly and efficiently complete online forms and entries in the University's electronic systems.
• Well-developed problem-solving skills, ability to work independently and exercise good judgment.
• Proven ability to take initiative and follow-through; ability to manage competing priorities.

Preferred

• Epic knowledge strongly preferred.
• Prior experience in an administrative support role in a medical/clinical or academic environment.
• Prior experience in GME Program coordination including familiarity with ACGME requirements, MedHub, Qgenda, and ERAS/Thalamus.
• Knowledge of University systems.

Pay

Hourly range: $31.83

Schedule

Full time, hybrid work model.

All candidates for employment will be subject to pre-employment background screening, which may include motor vehicle, DOT certification, drug testing, and credit checks based on the position description and job requirements.