Office Assistant

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven‑based community—eligible for opportunities through the New Haven Hiring Initiative—or a newcomer interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

In 1971, Yale University established Yale Health to provide health services to its facility, staff and students through a multidisciplinary health maintenance organization located on campus. Yale Health has approximately 49,000 members including students, staff, faculty and their families who come from every state in the country and almost every country in the world and is committed to an inclusive workplace.

We are celebrating over 50 years of service to the Yale community.

Our state‑of‑the‑art facility at 55 Lock Street provides most of the care from our 150+ providers. It is a 144,000 square‑foot medical facility with over 90 exam rooms, an Acute Care Department, a 15‑bed inpatient facility with two negative‑pressure rooms, a diagnostic imaging suite including MR and CT scan, x‑ray and ultrasound and a full‑service retail pharmacy.

Under the general direction of the Yale Health Building Services Manager, the Office Assistant performs a wide range of functions in support of the clinical and administrative mission of Yale Health.

• Perform stockroom duties including shipping, receiving, order fulfillment, auditing of expirable products and maintenance of a computerized inventory system.
• Maintain an orderly stockroom with adequate supplies.
• Maintain a courteous and professional presence throughout the facility while providing exemplary customer service to a wide range of clientele. Provide guidance and instruction to visitors.
• Serve as a front‑line customer service resource for Yale Health staff regarding the availability of supplies, equipment and other necessities needed to fulfill the organization’s mission.
• Deliver and pick up a broad range of materials including medical specimens, mail, supplies, and various equipment within the Yale Health building, throughout campus and to non‑campus sites. Deliveries will be made on foot or via a Yale Health vehicle in all weather conditions.
• Sort and distribute incoming mail and other printed material including confidential medical information. Meter and coordinate outgoing mail.
• Move furniture and set up various rooms for meetings.
• Assist with keeping building inventories of movable equipment up to date.
• Provide administrative support including calendar coordination, meeting scheduling, minute taking, office coverage, and phone coverage to ensure continuity of operations.
• Serve as point of contact for routine and administrative and operational inquiries, supporting communication and coordination across departments.
• Assist with documentation, tracking, and reporting related to inventory, deliveries, equipment movement, service requests, and other operational activities.
• Perform a variety of clerical duties including data entry and moderately complex computer functions required to carry out the above duties.
• Perform other duties as needed.

Full‑time – 37.5 hours per week; weekdays Monday‑Friday, 9:00‑5:30 PM. Some weekends, evenings, holidays, and recess may be required.

• Team player with well‑developed customer service and communication skills. Well‑developed critical thinking skills and the ability to use sound independent judgment to troubleshoot and resolve issues.
• Demonstrated initiative, anticipation of necessary actions, and excellent interpersonal skills. Demonstrated ability to maintain professionalism and a positive attitude.
• Computer proficiency including familiarity with inventory systems and Microsoft Office. Ability to maintain confidentiality and comply with HIPAA policies and protocols while demonstrating great attention to detail and a willingness to learn.
• Flexibility and willingness to move easily between tasks as operational priorities shift. Mechanical aptitude to assess minor trade/repair issues and report to appropriate parties.
• Valid CT driver’s license and a safe…