Senior Administrative Assistant, Faculty Support

Salary Range

$31.83

135870WD

The Senior Administrative Assistant provides essential administrative support in the department of Neurosurgery ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role requires high‑level organizational, communication, and customer‑service skills to interact effectively with internal and external stakeholders. The Senior Administrative Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

This is a hybrid position with a minimum of three days on campus per week.

• Provide high‑level administrative support to faculty members, including complex calendar management, correspondence, and document preparation.
• Coordinate faculty daily schedules, including meetings, office hours, academic events, and research‑related commitments.
• Assist faculty with the preparation, formatting, and maintenance of NIH bio sketches and Yale CV formats (CV1 and CV2) to ensure accuracy and compliance with institutional requirements.
• Provide administrative support for grant proposal preparation and submission, including assembling application components, coordinating supporting documentation, and ensuring materials are prepared according to sponsor and institutional guidelines.
• Track and maintain faculty academic documentation, including CVs, bio sketches, and other materials required for academic reporting and professional activities.
• Serve as a primary point of contact for faculty, trainees, and students regarding academic and administrative matters.
• Maintain accurate faculty records and confidential documentation in accordance with university policies and departmental procedures.

• Coordinate purchasing, reimbursements, and travel logistics in accordance with university financial policies.
• Prepare and process expense reports, professional development funding requests, and administrative transactions supporting faculty research and academic activities.
• Monitor administrative operations, maintain supply inventory, and coordinate with vendors to support day‑to‑day departmental activities.
• Assist with tracking administrative aspects of faculty research activities and related documentation.

• Draft, edit, and format professional correspondence, reports, and presentations on behalf of faculty leadership.
• Coordinate across central administrative offices including Finance, IT, HR, and other internal and external stakeholders to facilitate faculty initiatives and departmental operations.
• Assist with coordination of academic events, faculty meetings, seminars, and other departmental activities.

• Demonstrated experience managing complex calendars and supporting senior‑level professionals.
• Proven experience working in a healthcare or clinical environment, including coordinating scheduling and documentation for multiple providers; processing expense reports and reimbursements.
• Exceptional organizational skills with strong attention to detail and the ability to manage multiple priorities simultaneously; strong written and verbal communication skills.
• Demonstrated ability to exercise discretion and sound judgment when handling confidential information.
• Reliability backed by references.

• Advanced technology skills: familiarity with systems such as Workday and other administrative or financial software.
• Event planning experience: organizing and coordinating events, including logistics, catering, and travel arrangements.
• Proven experience maintaining NIH biosketches and academic CV formats (CV1/CV2) for faculty.
• Familiarity with research administration processes and grant proposal coordination.
• Proven experience coordinating multi‑investigator research initiatives or complex faculty projects.

• Oversee and coordinate administrative, program, and office…