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Overview

The Senior Administrative Assistant provides high-level administrative support and oversight to various departments. Responsibilities include managing calendars, scheduling meetings, coordinating travel arrangements, processing expense reports, and maintaining records. The role also involves planning and organizing events, handling confidential information, and serving as a liaison between faculty, staff, students, and external stakeholders. This position requires excellent communication skills, strong organizational abilities, and a proactive approach to problem-solving in a fast-paced environment.

Required Skills and Abilities

1. Demonstrated high-level administrative support skills with a proven ability to work both independently and collaboratively.
2. Excellent attention to detail and organizational skills, with the ability to prioritize tasks and manage multiple deadlines.
3. Strong written and verbal communication skills, including proofreading and grammatical accuracy.
4. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other web-based platforms.
5. Superior customer service and interpersonal skills, with the ability to handle confidential information with discretion.

Preferred Skills and Abilities

1. Bachelor's degree or equivalent work experience in a related field.
2. Experience with event planning and coordination, including managing logistics and vendor relations.
3. Familiarity with university policies, procedures, and systems, such as Workday, Salesforce, and other administrative software.
4. Previous experience working in an academic or legal environment, with knowledge of claims management and database systems.
5. Technological competency in social media, web design, and content development.

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

05/08/2026

Job Category

Administrative Support

Bargaining Unit

EXC

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Part time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

On-site

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.