Neurology Administrative Services and Ambulatory Program Supervisor

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Overview

Reporting to the Manager, Staff Operations and Administration, the Administrative Services and Ambulatory Program Supervisor, manages a team of senior administrative assistants and oversees the delivery of high-quality administrative services supporting departmental and ambulatory operations. The Supervisor is responsible for the day-to-day direction to administrative staff, ensuring adherence to university and departmental policies are followed, workload coordination, administrative workflows, process improvement, and ensuring appropriate coverage and consistent service delivery is met.

This position also serves as the primary administrative program support partner to the Vice Chair of Ambulatory Affairs, providing high-level support for Ambulatory role scheduling, meetings, communications, projects, and operational initiatives. This position works closely with faculty, physicians, APPs, administrators, and staff and serves as a key liaison between the Vice Chair, administrative teams, and departmental leadership.

This position is Hybrid 3 days/week on site. Wednesdays are Mandatory onsite.

Key Responsibilities

• Manage, supervise, and develop a team of administrative assistants, including workload distribution, coverage, performance management, training, and professional development.
• Oversee administrative workflows and ensure timely, effective, and consistent delivery of support services.
• Establish and maintain administrative processes, procedures, and service standards; identify opportunities for process improvement and increased efficiency.
• Serve as the primary administrative support to the Vice Chair of Ambulatory Operations, including calendar management, meeting coordination, preparation of materials, communications, and follow-up.
• Support the Vice Chair of Ambulatory Operations in the development and execution of strategic initiatives for ambulatory services, including tracking key performance indicators and preparing reports on progress towards goals.
• Develop and maintain project plans for key ambulatory initiatives, including timelines, milestones, and deliverables.
• Coordinate meetings, projects, events, and operational initiatives on behalf of the Vice Chair and departmental leadership.
• Track priorities, action items, deadlines, and deliverables to ensure appropriate follow-through.
• Serve as a liaison among the Vice Chair, faculty, clinical and administrative leaders, and staff.
• Collaborate with Human Resources, Finance, Faculty Affairs, Clinical Operations, and other institutional partners to facilitate administrative processes and resolve issues.
• Exercise sound judgment, discretion, and confidentiality when handling sensitive information.
• Perform other duties and special projects as assigned.

Required Skills and Abilities

1. Prior experience supervising or managing administrative staff.

2. Demonstrated ability to support senior leadership and manage multiple priorities.

3. Excellent organizational, interpersonal, written, and verbal communication skills.

4. Strong problem-solving, project management, and process improvement skills.

5. Ability to exercise independent judgment, prioritize effectively, and work collaboratively in a fast-paced environment.

Preferred Skills and Abilities

1. Five years of progressively responsible administrative experience, preferably in an academic medical center or healthcare environment.

2. Proficiency with Microsoft Office Suite and familiarity with administrative, scheduling, and/or healthcare information systems preferred.

Principal Responsibilities

1. Supervises staff members in the day to day operations of an academic department, including the Chair’s Office. Ensures that the department will have unified staff procedures, back-up staffing when needed, and overall group support. 2. Designs and implements efficient, time-saving administrative procedures. Prioritizes projects and assigns staff to complete tasks. Ensures that work flow is organized and staffed for quality efficient completion. 3. Interviews, hires, counsels and trains staff. Establishes work standards and expectations and evaluates staff performance. Assesses and resolves or escalates problems arising within unit. 4. Interacts with departmental and University staff to define work assignments, communicate progress of work, and plan and coordinate projects. 5. Interacts with external sources to coordinate work necessary to fulfill projects and keep abreast of new products and technologies. 6. May perform other duties as assigned.

Required Education and Experience

Bachelor degree and two years of relevant work experience or an equivalent combination of experience and education.

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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

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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.