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Overview

Provides high-level administrative support to the directors and senior staff of the YSM Office of Communications. Serves as a central operational resource for the office, coordinating across multiple teams and functions to ensure smooth daily operations. Responsibilities include:

• Complex calendaring and scheduling for multiple directors, including coordination with the Dean’s Office, deputy deans, and department leaders across YSM.

• Financial administration including expense report preparation and tracking, purchase orders, invoice processing, office equipment and supplies ordering, and fiscal year-end coordination.

• Liaise with office partners, including but not limited to facilities, IT/AV, catering, procurement, finance support center, accounts payable, office of risk management, and TR&S.

• Planning and managing the office’s weekly staff meetings, including speaker scheduling, agenda development, and logistics.

• Event planning and execution for office-wide and cross-departmental initiatives.

• Composing correspondence on behalf of senior leadership.

• Coordinating travel arrangements for senior leadership.

• Supporting onboarding processes for new staff and suppliers.

• Serving as an institutional resource, providing guidance on Yale policies, procedures, and administrative systems to office staff and cross-functional partners.

• Supporting event setup, supply delivery, and other operational tasks as needed across the medical school campus.

Required Skills and Abilities

1. Exceptional organizational skills with demonstrated ability to manage competing priorities, complex calendaring for multiple executives, and cross-team coordination in a fast-paced environment.

2. Advanced proficiency with Microsoft Office products, including Outlook, Word, Excel, PowerPoint, and Microsoft Bookings. Comfortable learning new software tools and administrative systems, including AI-led workflows.

3. Strong interpersonal and customer service skills with the ability to interact diplomatically and professionally with senior leadership, faculty, staff, students, and external partners.

4. Excellent written and verbal communication skills, including the ability to compose correspondence on behalf of senior leadership and facilitate meetings.

5. Strong attention to detail, discretion in handling confidential information, and sound independent judgment.

Preferred Skills and Abilities

1. Associate’s or Bachelor’s degree.

2. Prior experience supporting multiple executives in a complex organizational environment.

3. Proven experience with event planning and execution, financial administration (expense reports, invoice processing, fiscal year-end procedures), and onboarding coordination.

4. Familiarity with Yale-specific systems such as Workday, Supplier Gateway system, and E-ship Global.

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.

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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.