"Senior Administrative Assistant, Chair’s Office"

Overview

Reporting to the Administrative and Research Program Manager in the Office of the Chair of Neurosurgery, this position provides high-level administrative support across the department’s academic and research functions. The role is essential to ensuring smooth day-to-day operations and advancing the Chair’s priorities through effective coordination, communication, and administrative management.

As the Chair’s research activity has expanded significantly with the ARIA project, the administrative needs related to research have grown in both volume and complexity. Working closely with the Director, Clinical Research and Project Management, this position will take primary responsibility for organizing and managing these research-related activities. Key responsibilities include coordinating project timelines, supporting compliance and reporting requirements, and facilitating communication between research teams and departmental leadership.

Additionally, the role supports programming through the Chair’s Office, including Grand Rounds, educational seminars, and other departmental events.

This is a hybrid position requiring a minimum of three on-campus days per week. Candidates must be able to work additional on-campus days as needed.

Key Responsibilities

• Provide comprehensive administrative support to the Chair’s Office, including scheduling, correspondence, document preparation, and meeting coordination.
• Support academic administrative functions such as faculty communications, committee coordination, and document management.
• Provide administrative support for the Neuroscience Grand Rounds activities within the department.
• Serve as primary administrative support for research-related activities stemming from the ARIA project.
• Coordinate research workflow, track deadlines, maintain project documentation, and facilitate communication across project teams.
• Assist with research administration tasks, including procurement, reporting, compliance documentation, and financial tracking.
• Manage daily operational needs of the Chair’s Office and ensure consistent administrative processes across academic and research programs.

Required Skills and Abilities

1. Demonstrated experience with calendar management, expenses processing and coordination of travel.
2. Demonstrated 3+ years in n administrative support position, preferably in higher education or research environments.
3. Strong organizational, communication, and multitasking abilities.
4. Proven ability to manage confidential information and work independently.

Preferred Skills and Abilities

1. Proven experience with research administration, academic departments, or large-scale project coordination.
2. Familiarity with institutional systems related to budgeting, procurement, or grant support.

Principal Responsibilities

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Gets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

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.

Hourly Range

$31.05

Job Details

Posted: 20-Jan-26

Location: New Haven, Connecticut

Categories: Staff/Administrative

Internal Number: 131304WD

Job Category: Administrative Support

Bargaining Unit: L34

Compensation Grade: Labor Grade D

Time Type: Full time

Work Model: Hybrid

Location: 789 Howard Avenue, New Haven, Connecticut