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

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.