"Senior Administrative Assistant - Faculty Support"

Overview

Reporting to the Supervisor, Administrative Services, will provide high-level administrative support for faculty members in the Department of Pathology. Under limited supervision, this role requires the ability to exercise judgment and initiative while demonstrating strong attention to detail and managing multiple tasks in a fast-paced environment. The Senior Administrative Assistant will cultivate and maintain strong working relationships with research faculty, Principal Investigators, lab members, sponsors, and other key stakeholders. The Senior Administrative Assistant provides substantive administrative support to the Department, including detailed management and tracking of information. They maintain consistent engagement with research faculty, departmental administration, research trainees and candidates, and other research colleagues. Responsibilities include coordinating business activities related to travel and reimbursements with a high level of detail and processing a high volume of expense reports with high accuracy. The role also includes maintaining faculty calendars, ordering and maintaining equipment and supplies, and providing professional, confidential support. The Senior Administrative Assistant collaborates with other support staff to ensure general duties and responsibilities are appropriately shared and coordinates events and meetings, including food orders and planning logistics. In addition to research, the Senior Administrative Assistant will support broader departmental functions, including but not limited to faculty affairs, communications, clinical operations, and medical education. This includes maintaining faculty-related records, ensuring compliance with institutional standards, and supporting departmental operations. The role will also involve collaboration in special projects, working alongside leadership to improve processes, enhance efficiency, and support strategic initiatives. Provide administrative support related to Institutional Review Board (IRB) requests, Human Investigation Committee submissions, and other aspects related to Research and Grants. Additional administrative duties may be assigned to adapt to the evolving needs of the department. The role will be fully on-site 5 days/week for the first 90 days, it will then convert to Hybrid (3 days/week).

Required Skills and Abilities

1. Demonstrated experience in high-level executive support, demonstrating initiative, independent judgment, and problem-solving skills. Capable of managing complex issues, addressing urgent priorities, and escalating appropriately with minimal supervision.
2. Proven experience in managing complex travel, calendaring, meetings, events, and conferences. Accurately processes expenses and financial transactions, including expense reports, while ensuring compliance with institutional policies and timelines.
3. Well-developed computer skills; Intermediate proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.
4. Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of staff with demonstrated outstanding organizational and customer service skills. Ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy; excellent spelling, grammar, and proofreading skills.

Preferred Skills and Abilities

1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
3. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
5. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

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. GREETS 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

Location

300 George Street, New Haven, Connecticut

Work Model

Hybrid

Time Type

Full time