Senior Administrative Assistant - Pathology

Administrative Services Coordinator

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Reporting to the Supervisor, Administrative Services, will provide high-level administrative support for faculty members in the Department of Pathology. Serve as a key contact and support the execution of travel, events, initiatives, projects, and communications for several Leadership roles.

Responsibilities include:

• Provide high-level administrative support.
• Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.
• Welcome, orient, and host visitors to campus.
• Responsible for specifics of itineraries, travel arrangements, and accommodations.
• Prepare required forms and reimbursements.
• Maintain complex calendars.
• Schedule and coordinate in person and virtual meetings and appointments in multiple time zones.
• Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale.
• Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.
• Provide administrative support for programs, projects, and initiatives which may require extensive meeting coordination, follow-up, tracking, and managing agendas.
• Conduct research and gather background information for projects, meetings, and events as needed in preparation for determined activities.
• Format, keyboard, edit, and proofread a variety of material for grammatical and factual accuracy.
• Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel.
• Create slides or make changes to enhance PowerPoint presentations with graphics.
• Use the University's electronic systems for expense management, travel booking, and placing orders with vendors.
• Use PubMed and other research/citation management sources to collect and manage faculty publication information.
• Work closely with department's business office in execution of all financial transactions.
• Provide administrative support related to Institutional Review Board (IRB) requests, Human Investigation Committee submissions, and other aspects related to Research and Grants.
• Prepare all documents in accordance with university policies and procedures. As needed, assist with the coordination of logistics for events, conferences, seminars, and programs held on and off campus.
• Identify problems with workflow, equipment, and environment, and make suggestions for improvements.
• May order, stock and distribute office and kitchen supplies, and incoming and outgoing mail and packages.
• Perform back-up support and additional duties as necessary to maintain highest level of service and support.

The role will be fully on-site 5 days/week.

Required Skills and Abilities

1. Proven experience with advanced administrative support to senior faculty and leadership, including managing complex calendars, coordinating domestic and international travel, processing reimbursements, and handling sensitive and confidential information with discretion.

2. Excellent written and verbal communication skills, with the ability to draft, edit, and proofread correspondence, reports, and presentation materials; comfortably serve as a primary point of contact and represent the department to internal and external stakeholders.

3. Proven experience with managing multiple priorities simultaneously, coordinate meetings and events across time zones, track details and follow-up items, and meet deadlines in a fast-paced, on-site environment.

4. Strong proficiency with Microsoft Office (Excel, PowerPoint, Outlook) and comfort using electronic travel, expense management, and vendor ordering systems; ability to compile, organize, and analyze data to produce reports and summaries.

5. Ability to learn, interpret, and apply university policies and procedures; support research and grant-related processes (e.g., IRB submissions); identify workflow challenges and proactively recommend solutions to improve efficiency and service quality.

Preferred Skills and Abilities

1. Proven experience with Workday, EndNote and/or PubMed preferred.

2. Proven experience working in a medical school, academic, or hospital 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.