Senior Administrative Assistant - Pathology

Yale Cancer Center; New Haven (CT); Hybrid; USD 60,000 - 72,000; Full time

Job summary

Yale Cancer Center in New Haven, CT is seeking an experienced administrative professional to support senior faculty in the Department of Pathology. The role blends on-site and remote work in a hybrid setup, with travel, calendar management, and program coordination across time zones.

Responsibilities include high-level administrative support, reimbursement processing, and preparing reports using Excel and PowerPoint. IRB-related support and coordination of meetings are also involved.

Qualifications

• Six years of related work experience required.
• Experience with coordinating domestic and international travel.
• Ability to manage complex calendars for senior faculty.
• Proficient in MS Excel, PowerPoint, Outlook and data reporting.

Responsibilities

• Provide high-level administrative support.
• Establish procedures and systems; serve as information source on policies and office activities.
• Welcome and host visitors to campus; coordinate travel arrangements and accommodations.
• Prepare forms and reimbursements; maintain calendars; schedule meetings across time zones.
• Coordinate and communicate with internal/external entities to ensure arrangements are executed.
• Provide administrative support for programs, projects and initiatives; assist with IRB submissions.

Skills

Calendar management

Travel coordination

Reimbursements

Microsoft Office

IRB submissions

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!

Salary Range

$31.83

Job Requisition ID

136797WD

Overview

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 ReviewBoard(IRB)requests,HumanInvestigationCommitteesubmissions,andotheraspects 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.

This is a hybrid position requiring 3-4 days onsite per 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 experienceworkinginamedicalschool,academic,orhospitalsetting.

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.

Original Job Posting Date

07/15/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

310 Cedar Street, New Haven, Connecticut

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 basedon 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 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