Yale University

STARS Requisition number

95202BR

Posting Position Title

Office Assistant 3 - Case Management

Essential Duties

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff. 2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities. 3. Compiles statistical data and information. Establishes and maintains filing systems. 4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems. Monitors and reconciles financial data. 5. Keyboards letters, memoranda and other materials. Composes general written material. 6. Schedules and coordinates conferences, meetings, appointments, and classrooms. 7. May oversee and instruct support staff. 8. Performs clerical functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Duration Type

Regular

Work Week

Standard (M-F equal number of hours per day)

University Job Title

Office Assistant 3

Worksite Address

20 York Street Memorial Unit

New Haven, CT 06510

Work Location

Central Campus

Drug Screen

No

Health Screening

No

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.

Searchable Job Family

Clinical, Secretarial

External Gateway Posting Date

12-Jun-2025

Total # of hours to be worked:

37.5

Position Focus:

This position reports directly to the Manager of the Case Management area providing a high level of administrative support in a clinical area. This position is responsible for receiving, opening, logging, and accessioning of all incoming specimens, blocks, and slides for the Dept, back-up front desk reception duties, case resolution, requests for additional materials, data entry into all software programs to ensure proper tracking and monitoring of all cases, as well as providing assistance for the Senior/Lead Clinical Intake Specialist. This position will also provide back-up support with Footprints.

Principal Responsibilities:

• Perform case intake/accessioning of all Surg Path specimens into the Pathology Information System(s) with the utmost attention to detail.
• Examine all submitted materials/specimens and requisitions/reports for completeness and verification of the patient’s identity prior to accessioning specimens.
• Enter each case with accuracy, verify demographics, physician information and collection location. Enter patient data and specimen data information into the laboratory information system to assign the specimen to the correct patient.
• Provide pre-review of all accessioning cases prior to submitting to Pathologist.
• Prepare specimens, blocks, slides, etc. for routing to appropriate laboratory area and/or Pathologist for diagnosis.
• Ability to accession blocks, slides and specimen materials and to file all submitted slides and blocks until returned as consultation slides, blocks, etc. Provide outreach for necessary requests, accession materials, and route specimens/blocks to appropriate service areas.
• Provide outreach for necessary requests, accession materials, and route specimens/blocks to appropriate service areas.
• Track problems/changes during case in-take and make the necessary corrections/amendments.
• Request additional material for outside institutions for faculty, fellows and residents.
• Troubleshoot and resolve all issues in a timely and efficient manner.
• Provides back up support for clinical receptionist in answering main telephones, mailing hard copy pathology reports and slide room assistance.
• Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance when needed.
• Performs additional functions incidental to office activities.
• Provides support and assistance to all staff within Case Management and Slide File Room, as required.
• Performs other duties as required or assigned, in support of the Pathology Department.

Posting Disclaimer

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

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).

Compensation Grade

Labor Grade C

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Supervisory Organization

Pathology - Case Management

Time Type

Full time

Required Skill/Ability 1:

Demonstrated knowledge of anatomy and medical terminology.

Required Skill/Ability 2:

Familiarity with MAC operating system with average typing skills.

Required Skill/Ability 3:

Proven excellent communication and interpersonal skills, reliable and dependable with the ability to deal effectively with all levels of staff to resolve concerns/issues in a professional manner.

Note

Yale University is a tobacco-free campus

Wage Ranges

Click here to see our Wage Ranges

Work Model

On-site

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