"Senior Administrative Assistant - Faculty Support"

Overview

This is a hybrid position, minimum 3 days onsite

The Senior Administrative Assistant delivers comprehensive administrative and operational support to academic faculty in the Department of Neurosurgery. This position requires independent judgment, discretion, and in-depth knowledge of academic and university policies, procedures, and culture. Serving as a key liaison among faculty, students, and administration, the Senior Administrative Assistant ensures the smooth and effective operation of academic programs and faculty initiatives.

Key Responsibilities

Faculty & Academic Support

• Provide comprehensive administrative support to faculty members, including calendar management, correspondence, and document preparation.
• Manage faculty day to day schedules, such as office hours, meetings, and academic events.
• Serve as a central point of contact for faculty, and students regarding academic and administrative matters.
• Maintain accurate academic records, faculty files, and confidential documents.

Budget, Finance & Operations

• Assist with purchasing, reimbursements, and travel arrangements.
• Process faculty expense reports, professional development funding, and grant-related administrative tasks (as applicable).
• Monitor office operations, supplies, and vendor relationships to ensure smooth day-to-day functioning.

Communication & Coordination

• Draft and edit professional correspondence, reports, and presentations on behalf of faculty.
• Collaborate with central offices such as the Business Office, IT, and internal and external stakeholders.

Required Skills and Abilities

1. Demonstrated experience with calendar management and processing expenses.
2. Attention to detail, Reliability validated by references.
3. Demonstrated ability to support senior-level professionals with minimal supervision.
4. Strong organizational, time-management, and problem-solving skills. Excellent written and verbal communication skills.
5. High level of professionalism and discretion when handling confidential information.

Preferred Skills and Abilities

1. Proven experience coordinating travel arrangements.

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

$31.83

Location

789 Howard Avenue, New Haven, Connecticut