Senior Pathology Administrative Lead — Exec

Overview

Reporting to the Supervisor of Administrative Services, the role provides high‑level administrative support to faculty in the Department of Pathology. The assistant serves as a key contact and supports the execution of travel, events, initiatives, projects, and communications for several leadership roles.

• Provide high‑level administrative support.
• Establish and implement procedures and systems; serve as principal source of information on policies, procedures, and office activities.
• Welcome, orient, and host visitors to campus.
• Responsible for the specifics of itineraries, travel arrangements, and accommodations.
• Prepare required forms and reimbursements.
• Maintain complex calendars.
• Schedule and coordinate in‑person and virtual meetings and appointments in multiple time zones.
• Collect receipts for reimbursement of domestic and international travel and monitor reimbursement to Yale.
• Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.
• Provide administrative support for programs, projects, and initiatives requiring extensive meeting coordination, follow‑up, tracking, and managing agendas.
• Conduct research and gather background information for projects, meetings, and events as needed.
• Format, keyboard, edit, and proofread a variety of material for grammatical and factual accuracy.
• Gather, compile, organize, and manipulate data to create reports or summaries using Microsoft Excel.
• Create or enhance PowerPoint presentations with graphics.
• Use the University’s electronic systems for expense management, travel booking, and vendor orders.
• Use Pub Med and other citation management sources to collect and manage faculty publication information.
• Work closely with the department’s business office to execute all financial transactions.
• Provide administrative support related to Institutional Review Board (IRB) requests, Human Investigation Committee submissions, and other research and grant‑related aspects.
• Prepare all documents in accordance with university policies and procedures. Assist with the coordination of logistics for events, conferences, seminars, and programs held on and off campus.
• Identify problems with workflow, equipment, and environment, and suggest improvements.
• Order, stock, and distribute office and kitchen supplies, incoming and outgoing mail, and packages.
• Perform back‑up support and additional duties as necessary to maintain the highest level of service and support.

The role will be fully on‑site 5 days per week.

1. Proven experience with advanced administrative support to senior faculty and leadership, including managing complex calendars, coordinating domestic and international travel, processing reimbursements, and handling sensitive and confidential information with discretion.

2. Excellent written and verbal communication skills, with the ability to draft, edit, and proofread correspondence, reports, and presentation materials; comfortably serve as a primary point of contact and represent the department to internal and external stakeholders.

3. Proven experience managing multiple priorities simultaneously, coordinating meetings and events across time zones, tracking details and follow‑up items, and meeting deadlines in a fast‑paced, on‑site environment.

4. Strong proficiency with Microsoft Office (Excel, PowerPoint, Outlook) and comfort using electronic travel, expense management, and vendor ordering systems; ability to compile, organize, and analyze data to produce reports and summaries.

5. Ability to learn, interpret, and apply university policies and procedures; support research and grant‑related processes (e.g., IRB submissions); identify workflow challenges and proactively recommend solutions to improve efficiency and service quality.

1. Experience with Workday, End Note and/or Pub Med.

2. Experience working in a medical school, academic, or hospital setting.

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal…