Administrative Associate, Clinical Affairs, YNHPH

To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day.

The Office Coordinator works independently, efficiently, and accurately to provide a variety of support to the Yale New Haven Hospital Psychiatry and Behavioral Health service lines (YNHPH). Acts as a primary liaison to all Connecticut Probate Courts and is responsible for the overall management and completion of tasks and transactions related to probate proceedings. Supports and partners with leaders, patients and families, social workers, medical providers and other members of the organization or external parties.

EEO/AA/Disability/Veteran

• Coordinates completion of all tasks and transactions related to probate proceedings and serves as primary liaison between the Yale New Haven Hospital Psychiatry and Behavioral Health service line (YNHPH) and Connecticut Probate Courts.
• Enters state-required Voluntary Admission Tracking System (VATS) data into the Connecticut Department of Mental Health and Addiction Services (CT DMHAS) data base for all new psychiatric inpatient admissions.
• Draft and/or compose correspondence for review and approval.
• Composes correspondence on well-defined subjects as requested.
• Assembles and compiles data from resources as directed in accordance with department procedures within a defined timeframe.
• Maintains departmental record-keeping and filing systems, either paper and/or electronic including payroll, work, and purchase orders, etc.
• Ensures records are updated accurately in a timely fashion.
• Acts as a receptionist for the department. Greets and receives visitors in a pleasant and professional manner.
• Maintains department calendar, schedules meetings and appointments, and makes routine travel or conference arrangements.
• Opens, sorts, screens, records, and distributes mail to appropriate recipients in a timely manner.
• Monitors and orders office supplies to maintain inventory at appropriate levels to ensure availability of necessary materials without over-stocking.
• Performs other duties as assigned or directed to ensure smooth operation of the department/unit.

EDUCATION

High School diploma or equivalent required. Associate degree preferred.

EXPERIENCE

Minimum of 2 years administrative support in a healthcare or medical office setting.

LICENSURE

Active CT Notary Public certification required.

SPECIAL SKILLS

Experience in using Microsoft Office Suite (Word, PowerPoint, Excel, Outlook). Demonstrated organizational skills, flexibility and judgment in prioritizing multiple tasks and responding to competing demands. Excellent customer service and communication skills.