Administrative Assistant

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Overview

The Senior Administrative Assistant provides comprehensive administrative, operational, and programmatic support for the Department of Anatomic Pathology's education, research, clinical, and academic activities. This role coordinates office operations, financial and grant-related processes, publications, conferences, meetings, reporting, and departmental communications while serving as a key resource for faculty, trainees, staff, and external partners. The incumbent supports the efficient execution of departmental programs through strong organizational, editorial, and customer service skills, while maintaining compliance with institutional policies and confidentiality requirements. Responsibilities also include front-office support, pathology material management, case and slide transport, and other activities that ensure the smooth day-to-day operation of the department.

Principal Responsibilities:

• Coordinate administrative, program, and office operations supporting Anatomic Pathology (AP) education, research, clinical/academic activities, and departmental initiatives. Establish, implement, and maintain office procedures and systems. Serve as a primary resource to trainees, staff, and faculty regarding AP policies, workflows, programs, and office operations.

• Coordinate preparation of materials for AP-related grants, contracts, and budgets; monitor expenditures; process financial transactions; and reconcile statements in accordance with institutional and sponsor requirements.

• Provide editorial and production support for AP publications and materials (e.g., manuscripts, abstracts, protocols, newsletters, educational content): proofread/edit for clarity, accuracy, and appropriate medical terminology; track documents through review, revision, and submission/production; and communicate with authors, journals, printers, and collaborators.

• Coordinate logistics for AP conferences and educational activities (e.g., departmental conferences, grand rounds, visiting lectures, symposia, seminars): arrange space/AV, materials, catering, and speaker support; manage timelines; and lead event communications.

• Identify data sources and compile, synthesize, and analyze program, academic, clinical, and/or research metrics; summarize findings; and draft reports for leadership and stakeholders.

• Provide front-office support in an AP academic/clinical environment: greet visitors; answer and screen calls; triage inquiries; respond to information requests; and route mail and requests while maintaining confidentiality.

• Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other AP-related materials; assemble supporting documentation; review outgoing materials for completeness (dates, required approvals/signatures); and draft substantive correspondence on behalf of leadership.

• Coordinate complex travel (meetings, invited lectures, pathology conferences). Schedule and support meetings and appointments (including committee and recruitment meetings); order and maintain supplies; take minutes; and perform other duties incidental to AP office operations.

• Perform AP operational support tasks including case/material transport (“case transport”) and routine slide runs between campus buildings/clinical areas, maintaining appropriate chain-of-custody, confidentiality, and timeliness expectations.

• File, retrieve, and organize glass slides and related AP materials; maintain orderly slide filing systems and storage areas to support clinical, education, and research workflows.

• Provide general clerical and organizational support for the AP office and related clinical/academic operations as needed (e.g., copying/scanning, assembling packets, data entry, labeling, organizing shared files, and maintaining standardized tracking logs).

• Other duties as assigned.

Required Skills and Abilities

1. Proven ability to prioritize competing requests, problem-solve, and meet tight deadlines independently and as part of a team; highly detail-oriented, organized, and professional.

2. Advanced proficiency with Microsoft Excel, PowerPoint, Word, and Outlook; ability to support reporting, scheduling, and document management for AP initiatives.

3. Excellent interpersonal and written/verbal communication skills; strong customer service orientation; demonstrated ability to draft, edit, and proofread complex scientific/medical documents for accuracy, style, and grammar; discretion with sensitive and confidential information. Strong organizational skills and attention to detail for accurate filing, retrieval, and tracking of slides and AP materials.

4. Ability to perform frequent walking/standing and regular travel on foot between campus buildings as part of daily AP operations, including time-sensitive slide runs and case transport.

Preferred Skills and Abilities

1. Experience with Workday preferred.

2. Experience with EndNote and/or PubMed preferred.

3. Experience in a medical school, academic medical center, pathology department, or hospital setting preferred.

4. Experience coordinating complex travel and academic conference logistics preferred.

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

08/21/2026

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

Temporary / Casual (Fixed Term)

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.