Senior Administrative Assistant - Pathology

About the role

Reporting to the Supervisor, Administrative Services, this position provides high-level administrative support for faculty members in the Department of Pathology. Key responsibilities include supporting travel, events, initiatives, and communications for several leadership roles.

Responsibilities

• Provide high-level administrative support.
• Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.
• Welcome, orient, and host visitors to campus.
• Prepare required forms and reimbursements.
• Maintain complex calendars.
• Schedule and coordinate in person and virtual meetings and appointments in multiple time zones.
• Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale.
• Cook up-to-date with department’s business office in execution of all financial transactions.
• Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas.
• Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities.
• Format, keyboard, edit, and proofread a variety of material for grammatical and factual accuracy.
• Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel.
• Create slides or make changes to enhance PowerPoint presentations with graphics.
• Use the University’s electronic systems for expense management, travel booking, and placing orders with vendors.
• Use PubMed and other research/citation management sources to collect and manage faculty publication information.
• Work closely with department’s business office in execution of all financial transactions.
• Provide administrative support related to Institutional Review Board (IRB) requests, Human Investigation Committee submissions, and other aspects related to Research and Grants.
• Prepare all documents in accordance with university policies and procedures.
• As needed, assist with the coordination of logistics for events, conferences, seminars, and programs held on and off campus.
• Identify problems with workflow, equipment, and environment, and make suggestions for improvements.
• May order, stock and distribute office and kitchen supplies, and incoming and outgoing mail and packages.
• Perform back-up support and additional duties as necessary to maintain highest level of service and support.
• This is a hybrid position requiring 3–4 days onsite per week.

Required Skills And Abilities

• Proven experience with advanced administrative support to senior faculty and leadership, including managing complex calendars, coordinating domestic and international travel, processing reimbursements, and handling sensitive and confidential information with discretion.
• Excellent written and verbal communication skills, with the ability to draft, edit, and proofread correspondence, reports, and presentation materials; comfortably serve as a primary point of contact and represent the department to internal and external stakeholders.
• Proven experience with managing multiple priorities simultaneously, coordinate meetings and events across time zones, track details and follow-up items, and meet deadlines in a fast-paced, on-site environment.
• Strong proficiency with Microsoft Office (Excel, PowerPoint, Outlook) and comfort using electronic travel, expense management, and vendor ordering systems; ability to compile, organize, and analyze data to produce reports and summaries.
• Ability to learn, interpret, and apply university policies and procedures; support research and grant-related processes (e.g., IRB submissions); identify workflow challenges and proactively recommend solutions to improve efficiency and service quality.

Preferred Skills And Abilities

• Proven experience with Workday, EndNote and/or PubMed preferred.
• Proven experience working in a medical school, academic, or hospital setting.

Required Education And Experience

• Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.