Senior Administrative Assistant

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 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.

3. Proven experience managing and maintaining calendars and schedules in a fast-paced professional environment. Attention to detail, organized and professional demeanor. 4. Well-developed computer skills; advanced proficiency in Microsoft Excel, PowerPoint, Word, and Outlook. 5. 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 1. Proven experience with Workday preferred. Proven experience with Endnote and/or PubMed preferred. 2. Proven experience working in a medical school, academic, or hospital setting. 3. Proven experience supporting research faculty 4.

Proven experience handling travel arrangements. 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 recon