Senior Administrative Assistant 2

Posted: 21-Apr-26

Location: New Haven, Connecticut

Categories: Staff/Administrative

Internal Number: 133860WD

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Overview

Reporting to the Manager of Finance and Administration for FAS and GSAS, the Senior Administrative Assistant 2 provides high-level administrative support to the Deputy Dean and Associate Dean of the Graduate School of Arts and Sciences (GSAS). Working with limited supervision, the Senior Administrative Assistant 2 exercises significant discretion, independent judgment, and strict confidentiality in supporting academic leaders with multiple distinct roles.

Key responsibilities include administering the annual Graduate Program Review (GPR), including the accurate preparation of detailed, highly sensitive materials and coordination of complex scheduling to facilitate meetings with approximately 50 FAS departments. The Senior Administrative Assistant 2 coordinates and administers DGS-related materials, IvyPlus and international exchange programs, and special projects led by the academic deans. Additional duties include processing financial transactions (expense reports, invoices, and reimbursements), domestic and international travel arranging, and monitoring a central email inbox to triage and respond to inquiries.

The Senior Administrative Assistant 2 cross-trains with and provides coverage for the other Senior Administrative Assistant and the Senior Executive Assistant and may periodically support the Dean of the Graduate School by managing complex calendars and travel itineraries. The role also assists with planning and coordinating GSAS events, including Matriculation, Commencement, and conferences. As needed, the position provides front-desk coverage, supervises student employees, and performs other duties as assigned. Occasional evening and weekend hours.

The current hybrid schedule for this position is four days on campus and one remote day per week. If operational needs require a temporary or permanent shift to a five-day on-campus schedule, the hybrid arrangement will be suspended for the duration of that requirement.

Required Skills and Abilities

1. Advanced proficiency with Microsoft Word, Excel, Outlook, and PowerPoint; strong working knowledge of Adobe and Box. Ability to learn new technologies and software.
2. Highly effective interpersonal and relationship-building skills, with demonstrated success in a fast-paced, service-oriented environment. Ability to work independently and collaboratively; interpret policies and provide clear guidance; serve as a primary point of contact for programs.
3. Proven ability to manage multiple time-sensitive priorities, assess urgency, and reprioritize as needed. Ability to initiate and complete work with minimal supervision despite frequent interruptions; exceptional administrative skill with strong attention to accuracy, detail, thoroughness, and follow-through.
4. Proactive problem-solver who anticipates issues and takes initiative to resolve them. Professional demeanor, strong customer service orientation, and excellent written, verbal, and electronic communication skills; demonstrated discretion and sound judgment handling confidential and sensitive information.
5. Demonstrated experience with high level administrative support, expense management, travel arranging, scheduling and event planning. Outstanding reliability, including excellent attendance and punctuality,

Preferred Skills and Abilities

1. Yale Message and Workday experience preferred.
2. Prior administrative support experience in an academic or higher education setting.
3. Familiarity with Drupal, Yale financial and administrative systems, and project management tools.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date 04/20/2026

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade E

Hourly Range $35.64

Time Type Full time

Duration Type Staff

Work Model Hybrid