Senior Administrative Assistant

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Overview

The Senior Administrative Assistant in the Radiology/Laboratory Integrated Business Office provides high-level administrative, operational and educational support to faculty members within the Department of Radiology. This position will be a key member of both the administrative and education teams. The incumbent serves as a primary point of contact for assigned faculty and is responsible for coordinating faculty-related administrative activities, travel and expense management and scheduling.

The Senior Administrative Assistant manages complex calendars and coordinates meetings, appointments, interviews, and events involving internal and external stakeholders. This includes scheduling in-person and virtual meetings across multiple time zones, arranging travel accommodations, preparing itineraries, processing travel and business expense reimbursements, and ensuring compliance with Yale University policies and procedures.

The position supports faculty by processing expense reports, collecting and monitoring required documentation and receipts, tracking reimbursements, and coordinating with departmental and university business offices to facilitate financial transactions. The incumbent serves as a resource on departmental and university administrative policies, procedures, and systems.

In support of the department’s educational mission, the Senior Administrative Assistant performs a variety of residency and fellowship administrative functions. Responsibilities include but are not limited to processing education verification requests for current and former trainees, maintaining trainee records, entering and updating educational data in MedHub and other educational tasks as assigned.

This position requires strong organizational, communication, customer service, and problem-solving skills, with the ability to manage multiple priorities while maintaining a high level of accuracy, professionalism, and confidentiality.

Required Skills and Abilities

1. Demonstrated ability to handle a complex portfolio of work in an intensive multi-tasking environment.

2. Ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Attention to detail, organized and professional demeanor.

3. Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook.

4. 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.

5. Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy; excellent spelling, grammar, and proofreading skills.

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

10/16/2026

Job Category

Administrative Support

Bargaining Unit

L34