Senior Administrative Assistant, Dermatopathology

Senior Administrative Assistant

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Salary: $31.83

The Senior Administrative Assistant provides comprehensive administrative and operational support for the department of Dermatopathology ensuring efficient coordination of daily activities and seamless workflow management. This role serves as a central point of communication and organization for faculty, staff, patients, and external partners, requiring exceptional attention to detail, professionalism, and the ability to manage multiple priorities in a fast-paced environment. This is a full-time onsite position Monday-Friday 8:30am – 4:30pm.

The role involves handling patient-related administrative functions, including accurately entering and updating patient demographic information, coordinating the sending and retrieval of pathology slides and related materials, managing incoming phone calls and inquiries, and ensuring timely communication with patients, providers, and internal teams. Responsibilities also include maintaining office inventory and supplies, supporting records management, and assisting with general office operations to promote an organized and efficient work environment.

Key responsibilities include maintaining and coordinating complex calendars and schedules, arranging domestic and international travel, organizing meetings, conferences, and special events, and preparing related materials and documentation. The Senior Administrative Assistant also supports financial and operational processes by managing invoices, expense reports, purchase requests, and other departmental transactions in compliance with organizational policies and procedures.

The ideal candidate demonstrates strong organizational, interpersonal, and customer service skills, with the ability to communicate effectively with individuals at all levels of the organization. The Senior Administrative Assistant must exercise sound judgment, maintain strict confidentiality when handling sensitive information, and consistently uphold a high standard of professionalism, accuracy, and responsiveness.

Position Focus

1. Serve as a primary administrative and operational resource for faculty, residents, fellows, staff, physicians, researchers, patients, and clients regarding departmental policies, laboratory services, procedures, and office activities.

2. Coordinate and manage faculty, fellowship, research, and departmental scheduling activities, including meetings, appointments, conferences, referral coordination, and resolution of scheduling conflicts.

3. Perform case intake and accessioning of routine specimens and complex referral consultations into the Laboratory Information System (PowerPath), ensuring accurate entry and verification of patient demographics, physician information, collection sites, and specimen data.

4. Track, troubleshoot, and resolve discrepancies during case intake and accessioning processes, including routing specimens, slides, blocks, and materials to appropriate laboratory service areas, coordinating corrections or amendments as needed.

5. Pull and organize clinical cases from PowerPath for clinical/research studies, conference presentations, tumor boards, grand rounds, and academic projects; coordinate and track clinical/research slide and tissue block requests with laboratories and outside institutions; digitize material for tumor boards and other conferences, create presentations, and add material to databases.

6. Compile, maintain, and analyze de-identified clinical/research data from PowerPath in spreadsheets, tables, and databases to support dermatopathology projects, including melanocytic, inflammatory, and epithelial lesion studies.

7. Provide academic and research support for dermatopathologists by formatting manuscripts, grants, abstracts, presentations, and research papers; locating and obtaining scientific articles and educational materials not readily available online.

8. Prepare, edit, proofread, and distribute professional correspondence, reports, memos, letters, and other intradepartmental and external communications, ensuring accuracy, completeness, required documentation, and proper formatting.

9. Coordinate, format, track, and distribute letters of recommendation, fellowship support letters, faculty promotion materials, and patient correspondence, including individually addressed communications for residency, fellowship, and faculty advancement processes.

10. Support the Medical Director and Director of Operations with outreach communications to contributing physicians and laboratories regarding laboratory updates, consult cases, research activities, and requests for additional clinical information or tissue specimens.

11. Assist Medical Director/Director of Operations with Quality Assurance (QA), regulatory compliance, and accreditation activities by identifying and pulling cases for review, compiling QA documentation, maintaining databases, sending QA polls and collating results, and organizing materials for CLIA/CAP inspections and physician QA tracking.

12. Provide educational support through organization, digitization, labeling, and uploading of teaching slide sets and educational materials into online learning platforms such as PathPresenter.

13. Maintain and monitor electronic records, faculty licensure requirements and renewals, credentialing reminders, and other compliance-related documentation to ensure timely completion and regulatory adherence.

14. Monitor departmental expenditures, process and submit travel and professional reimbursement documentation, reconcile financial records, and coordinate travel arrangements for faculty and staff.

15. Establish and maintain filing systems, databases, inventory records, and office organization processes; order and manage office and laboratory supplies and oversee incoming and outgoing correspondence and scanned materials.

16. Provide guidance, training, and support to administrative and support staff while troubleshooting operational issues and ensuring efficient workflow management and timely resolution of problems.

17. Collaborate with departmental leadership and fellowship administration to develop, implement, and maintain Standard Operating Procedures (SOPs) for office operations, fellowship coordination, and laboratory support activities.

18. Perform additional administrative, academic, operational, and departmental duties as assigned in support of laboratory, research, educational, and clinical operations.

Required Skills and Abilities

1. Demonstrated experience working in a clinical in office setting in an administrative role. Demonstrated experience with calendar management.

2. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).

3. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.

4. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

5. Must be punctual and have excellent attendance.

Preferred Skills and Abilities

1. Advanced Technology Skills: Familiarity with systems such as Workday, 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.

Location: 15 York Street, New Haven, Connecticut

Background Check Requirements

All candidates for employment will