Senior Administrative Assistant, Faculty Support

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Overview

The Senior Administrative Assistant provides essential administrative support in the department of Neurosurgery ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Senior Administrative Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

This is a hybrid position with a minimum of three days on campus per week.

Key Responsibilities

Faculty Academic & Research Coordination

• Provide high-level administrative support to faculty members, including complex calendar management, correspondence, and document preparation.

• Coordinate faculty daily schedules, including meetings, office hours, academic events, and research-related commitments.

• Assist faculty with the preparation, formatting, and maintenance of NIH bio sketches and Yale CV formats (CV1 and CV2) to ensure accuracy and compliance with institutional requirements.

• Provide administrative support for grant proposal preparation and submission, including assembling application components, coordinating supporting documentation, and ensuring materials are prepared according to sponsor and institutional guidelines.

• Track and maintain faculty academic documentation, including CVs, bio sketches, and other materials required for academic reporting and professional activities.

• Serve as a primary point of contact for faculty, trainees, and students regarding academic and administrative matters.

• Maintain accurate faculty records and confidential documentation in accordance with university policies and departmental procedures.

Budget, Finance & Operations

• Coordinate purchasing, reimbursements, and travel logistics in accordance with university financial policies.

• Prepare and process expense reports, professional development funding requests, and administrative transactions supporting faculty research and academic activities.

• Monitor administrative operations, maintain supply inventory, and coordinate with vendors to support day-to-day departmental activities.

• Assist with tracking administrative aspects of faculty research activities and related documentation.

Communication & Administrative Coordination

• Draft, edit, and format professional correspondence, reports, and presentations on behalf of faculty leadership.

• Coordinate across central administrative offices including Finance, IT, HR, and other internal and external stakeholders to facilitate faculty initiatives and departmental operations.

• Assist with coordination of academic events, faculty meetings, seminars, and other departmental activities.

Required Skills and Abilities

1. Demonstrated experience managing complex calendars and supporting senior-level professionals.

2. Proven experience working in a healthcare or clinical environment, including coordinating scheduling and documentation for multiple providers. Proven experience processing expense reports and reimbursements.

3. Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously. Strong written and verbal communication skills.

4. Demonstrated ability to exercise discretion and sound judgment when handling confidential information.

5. Reliability backed by references.

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. Coordinating travel arrangements.

3. Proven experience maintaining NIH biosketches and academic CV formats (CV1/CV2) for faculty.

4. Familiarity with research administration processes and grant proposal coordination.

5. Proven experience coordinating multi-investigator research initiatives or complex faculty projects.

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.

Job Posting Date

07/01/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.