Intake Manager Jobs in Batavia, NY (NOW HIRING)

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Overview
The Pathology Clinical Intake Manager & Digital Pathology Operations Lead reports to the Associate Director of Anatomic Pathology Labs and works in close partnership with the Director and Chief Strategist of Digital Pathology and AI to ensure consistent operational performance, service quality, and compliance.
This position oversees and manages all aspects of high-level clinical and administrative support for Anatomic and Clinical Pathologists and their teams, ensuring seamless relationships with the following areas at YSM: Case Management, Laboratories Academic Offices and Research offices.
The role identifies, communicates, and reinforces departmental goals, standards, policies, and procedures; develops and recommends administrative processes to improve efficiency; and serves as a key point of contact for a wide range of internal and external constituents. A major emphasis is on ensuring that patient-related documentation, communications, and follow-up are handled accurately, promptly, and with appropriate escalation of urgent matters. The position also functions as a central liaison among patients and families, referring providers, and outside institutions to facilitate exceptional patient care and to ensure that consults, case coordination and reference testing move forward without avoidable delays.
The role supports timely consultation completion by working closely with clinical fellows and teams to gather ancillary data and compile subsequent genetic/molecular information so that pathologists can deliver efficient, high-quality summative interpretations.
The position may serve as the head administrative liaison and intake manager for clinical matters within a subspecialty service, including support activities related to tumor board preparation and specialized intake workflows (e.g., marrow aspirates and peripheral blood smears).
Operationally, this role is responsible for Managing the team that completes the following critical work for the department:

• Coordinating the administrative aspects of specimen handling, requests for additional materials, and case management resolution, as well as obtaining and organizing required information from referring hospitals and providers.

Additionally, this position manages digital pathology scanning operations for the Department of Pathology across the health system. This includes building and sustaining a reliable scanning program by hiring, supervising, and delegating work to technical staff; training and certifying scanner users (including pathologists and technical staff); and maintaining complete operational documentation such as standard operating procedures, training and competency records, and other required materials. The role ensures that digital pathology workflows are standardized, well-documented, and aligned with clinical laboratory expectations, supporting quality, traceability, and readiness for audits or internal review. Through these combined responsibilities, the position ensures that both traditional clinical intake and digital workflows function as an integrated service, supporting timely care delivery, strong communication, and consistent operational excellence.
Essential Duties but not limited to:
Manage daily operations for case management and digital pathology scanning operations, ensuring reliable workflow, quality, and timely completion of work.
Hire, supervise, schedule, and delegate work to technical staff; manage exempt and non-exempt staff as assigned.
Train and certify scanner users (pathologists, trainees, and technical staff); coordinate onboarding, competency tracking, and refresher training.
Develop, maintain, and audit documentation including standard operating procedures, work instructions, and training/competency records; ensure documentation is current and accessible.
Serve as clinical intake liaison for pathology consults and specimen-related workflows; coordinate requests for additional materials and follow-up with referring institutions.
Coordinate communication and exchange of PHI under HIPAA guidelines; ensure appropriate documentation and timely communication across the care team.
Compile and organize clinical and ancillary information (including genetic/molecular data as applicable) to support timely pathology consultation and reporting.
Prepare and distribute patient-care documents; triage urgent requests; screen and prioritize incoming correspondence, phone calls, and visitors.
Assist with tumor board preparation and related materials; support service-specific intake/logistics (e.g., marrow aspirates and peripheral blood smears) as assigned.
Manage technology needs: scanner utilization, software workflow support, inventory, and system requirements; coordinate with IT/ITS and vendors as needed.
Troubleshoot operational issues and coordinate/perform minor maintenance and repairs for scanning equipment; escalate service issues appropriately.
Prepare and monitor budgets, forecasts, and financial analyses; track actual vs. budgeted performance (as assigned).
Plan for facilities and operational needs including space, workstations, equipment, supplies, and technology to support clinical intake and digital operations.
Ensure compliance with University policies and applicable federal regulations (including HIPAA and relevant health/safety requirements).
Identify, recommend, and implement process improvements; gather and assess user requirements through feedback mechanisms (e.g., surveys/interviews) as needed. Provide cross-coverage and support in other laboratory areas as operational needs require, with appropriate training provided.
Other duties as assigned.
Required Skills and Abilities
1. Clinical coordination & judgment: Demonstrated ability to prioritize, multi-task, and exercise sound administrative judgment in a fast-paced clinical environment; strong customer service orientation and problem resolution skills.
2. Communication & stakeholder management: Excellent interpersonal and written communication skills with the ability to liaise effectively with diverse groups (pathologists/faculty/trainees, technical staff, referring providers/institutions, patients/families as applicable, and IT/ITS).
3. HIPAA/medical terminology: Demonstrated proficiency with medical terminology and the ability to manage and communicate PHI in compliance with HIPAA and related privacy requirements.
4.Technological Competency: Comfortable with slide scanners, computers, and associated software; ability to adapt to rapid technology changes, troubleshoot workflow issues, and coordinate/perform minor instrument maintenance/repairs as appropriate.
5. Documentation, organization & reporting: Superior organizational skills and attention to detail, including maintaining SOPs/training/competency records, managing organized electronic/paper files, and producing spreadsheets/reports (advanced proficiency with Microsoft Word, Excel, PowerPoint, and Outlook).
Principal Responsibilities
1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned.
Required Education and Experience
Bachelor's Degree in related field and six years of related experience or an equivalent combination of education and experience.
Job Posting Date
09/04/2026
Job Category
Manager
Bargaining Unit
NON
Compensation Grade
Administration & Operations
Compensation Grade Profile
Senior Manager; Senior Program Leader (26)
Salary Range
$92,000.00 - $146,750.00
Time Type
Full time
Duration Type
Staff
Work Model
On-site
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.