Senior Administrative Assistant - Laboratory Medicine

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Overview

Reporting to the Supervisor, Academic and Administrative Affairs, this position provides primary day-to-day support for the ongoing activities of the Department of Laboratory Medicine. This position will be expected to coordinate travel, process reimbursements, procure items or service for the research division, coordinate the organization of department workshops and seminars, mail, process facility requests, conference room bookings, order and distribute office supplies, provide administrative backup to other team members, and other duties as assigned.

This is a hybrid position requiring 3–4 days onsite per week.

Required Skills and Abilities

1. Demonstrated experience organizing academic workshops, seminars, or similar events, including scheduling, logistics, communications, speaker coordination, and day‑of execution. Strong interpersonal skills and a team-oriented mindset, with the ability to build effective working relationships across departments.

2. Ability to travel between multiple Laboratory Medicine sites, as needed, to support faculty, research operations, meetings, and event logistics. Ability to work independently, problem-solve, and exercise sound judgment while managing day-to-day operational needs.

3. Strong skills in coordinating travel, processing reimbursements, procuring goods and services, managing mail, handling facility requests, and reserving conference rooms. Excellent verbal and written communication skills, with the ability to interact professionally with faculty, researchers, administrative staff, and external partners.

4. Proven ability to manage multiple tasks simultaneously, prioritize competing deadlines, and maintain meticulous attention to detail in a fast‑paced research environment. Comfortable using Microsoft Office Suite, online scheduling tools, procurement systems, and other administrative platforms required for daily operations.

Preferred Skills and Abilities

1. Familiarity with Workday. 2. Prior experience working in an academic or medical environment, supporting faculty or research staff. 3. Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

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 11/12/2026

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.