Senior Administrative Assistant, Division of Plastic Surgery

Posted: 11-Apr-26

Location: New Haven, Connecticut

Categories: Staff/Administrative

Internal Number: 133457WD

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Overview

Reporting to the Administrative Manager for the Division of Plastic Surgery, this position will provide surgical and academic support to the faculty within the Division of Plastic Surgery and oversee the day-to-day administrative functions and operations of patient flow. The position will be hybrid after the probationary period.

This position is Hybrid - 3 days on-site, with Wednesday as a required on-site day.

Required Skills and Abilities

1. Demonstrated experience with coordinating travel arrangements.
2. Demonstrated experience with Calendar management.
3. Demonstrated experience with Epic surgical scheduling.
4. Demonstrated experience processing expenses with an Expense management system.
5. Ability to multitask in a high-functioning environment.

Preferred Skills and Abilities

1. Proficiency with Microsoft Office suite.
2. Previous experience with inbasket messaging.

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.

Job Posting Date 04/10/2026

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade D

Hourly Range $31.83

Time Type Full time

Duration Type Staff

Work Model Hybrid