"Senior Administrative Assistant"

Overview

Oversees and coordinates administrative, program, and office activities for the Department of Pediatrics, section of Endocrinology. 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. Assist with preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items including food, handouts, and miscellaneous materials. Greets visitors. Supports the clinical mission of section. Answers and screens telephone calls from patients, doctor’s offices and schools. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. 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 Skills and Abilities

1. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
2. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
3. Administrative Proficiency: Demonstrated experience in an administrative support role.
4. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

1. Experience with EPIC.
2. Experience with expense reports.
3. Experience with calendar management.
4. Experience coordinating travel arrangements, meetings, and events.

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.

Additional Details

• Posted: 11-Dec-25
• Location: New Haven, Connecticut
• Categories: Staff/Administrative
• Internal Number: 130157WD
• Hourly Range: $31.05
• Job Posting Date: 12/10/2025
• Job Category: Administrative Support
• Bargaining Unit: L34
• Compensation Grade: Labor Grade D
• Time Type: Full time
• Duration Type: Staff
• Work Model: On-site
• Location: 1 Long Wharf Drive, New Haven, Connecticut