Senior Administrative Assistant

Yale University; New Haven (CT); On-site; USD 91,205,000 - 97,810,000; Full time

Job summary

Yale University in New Haven is seeking a Senior Administrative Assistant to provide high-level administrative support to faculty and lab members in the Cardiovascular Medicine Translational Research Imaging Center. The role requires strong attention to detail and the ability to manage multiple tasks in a fast-paced environment.

Under limited supervision, you will maintain faculty calendars, assist with licenses, organize annual symposiums, and coordinate travel and reimbursements with

Qualifications

• Widely proficient in managing complex schedules and multiple tasks.
• Proven ability to handle travel arrangements and reimbursements with high accuracy.
• Experience supporting faculty, research staff, and grant-related activities.

Responsibilities

• Oversees administrative, program, and office activities; develops procedures.
• Coordinates travel and meetings; manages calendars and supplies.
• Prepares materials for grants, contracts, and budgets; tracks expenditures.

Skills

Calendar management

Travel planning

Data entry and reporting

Microsoft Excel

Communication skills

Editorial proofreading

Education

Bachelor's degree in related field

Six years of related work experience

Tools

Workday

Endnote

PubMed

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

Reporting to the Manager, Administrative Services, will provide high-level administrative support for faculty and lab members in the Cardiovascular Medicine Translational Research Imaging Center. Under limited supervision, this role requires the ability to exercise judgment and initiative while demonstrating strong attention to detail and managing multiple tasks in a fast-paced environment. The Senior Administrative Assistant will cultivate and maintain strong working relationships with research faculty, Principal Investigators, lab members, trainees, sponsors, and other key stakeholders. The Senior Administrative Assistant provides substantive administrative support to Cardiovascular Medicine, including detailed management and tracking of information. They maintain consistent engagement with research faculty, departmental administration, research trainees and candidates, and other research colleagues. Responsibilities include coordinating business activities related to travel and reimbursements with a high level of detail and processing a high volume of expense reports with high accuracy. The role also includes maintaining faculty calendars, renewal of licenses, organization of annual symposium, ordering and maintaining equipment and supplies, and providing professional, confidential support. The Senior Administrative Assistant collaborates with other support staff to ensure general duties and responsibilities are appropriately shared and coordinates events and meetings, including food orders and planning logistics. The role will also involve collaboration in special projects, working alongside leadership to improve processes, enhance efficiency, and support strategic initiatives. Provide administrative support related to research and grants. Additional administrative duties may be assigned to adapt to the evolving needs of the department. The position will be fully on-site 5 days/week.

Required Skills And Abilities

• Demonstrated ability to handle a complex portfolio of work in an intensive multi-tasking environment.
• Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team.
• Proven experience managing and maintaining calendars and schedules in a fast-paced professional environment. Attention to detail, organized and professional demeanor.
• Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.
• Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of staff with demonstrated outstanding organizational and customer service skills. Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy; excellent spelling, grammar, and proofreading skills.

Preferred Skills And Abilities

• Proven experience with Workday preferred. Proven experience with Endnote and/or PubMed preferred.
• Proven experience working in a medical school, academic, or hospital setting.
• Proven experience supporting research faculty
• Proven experience handling travel arrangements.

Principal Responsibilities

• 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

09/09/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

On-site

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.