Senior Administrative Assistant, Faculty Support and Academic Appointments

Posted: 15-Apr-26

Location: New Haven, Connecticut

Categories: Staff/Administrative

Internal Number: 133748WD

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Overview

Reporting to the Faculty Support & Academic Appointments Supervisor of the departments of Molecular Biophysics & Biochemistry (MBB) and Molecular, Cellular & Developmental Biology (MCDB), the Sr. Administrative Assistant, Faculty Support and Academic Appointments provides high-level administrative and academic appointment support to faculty in MBB and MCDB and their laboratory staff. This position supports multiple faculty and lab groups and requires professionalism, discretion, accuracy, and the ability to work independently within established policies and procedures.

The Sr. Administrative Assistant provides comprehensive administrative support, including scheduling meetings and appointments, maintaining complex calendars, coordinating domestic and international travel, processing expense reports and reimbursements, reconciling Yale credit card (P-Card) transactions, procuring supplies, and responding to faculty and laboratory needs. The position coordinates recruitment logistics for prospective lab staff, including candidate scheduling and site visits. The Sr. Administrative Assistant also maintains faculty biosketches and curriculum vitae (CVs) and performs additional administrative functions incidental to office operations.

The role administers academic appointments for all postdoctoral, postgraduate, associate research faculty and other academic staff, including initial appointments, reappointments, and promotions. The Sr. Administrative Assistant serves as a principal source of information regarding established academic appointment policies and procedures in accordance with Yale’s Office of Postdoctoral Affairs (OPDA) and independently prepares, processes, and tracks appointment materials. The position manages visa-related documentation for international faculty and staff in collaboration with Yale’s Office of International Students and Scholars (OISS), ensuring compliance with university and immigration requirements.

The Sr. Administrative Assistant may also support departmental events and academic activities, including organizing seminars, arranging travel and lodging for guest speakers, reserving space, coordinating media services, and arranging catering. The role works closely with the Business Operations Team to complete financial transactions and may assist the Sr. Operations Manager with special projects or other assigned responsibilities. As a member of the faculty support team, the position provides backup coverage for other administrative staff as needed.

This is a hybrid position, with an expected schedule of four days on campus and one remote workday per week, in accordance with departmental and university guidelines. Some flexibility is required to support occasional meetings or events that occur outside standard business hours.

Required Skills and Abilities

1. Demonstrated advanced administrative and organizational skills supporting multiple stakeholders in a complex operational environment.
2. Strong knowledge of, or ability to quickly learn, academic appointment processes, policies, and procedures including immigration policies and procedures.
3. Proven experience with financial and administrative transactions, including expense reporting, credit card reconciliation, procurement, and travel coordination.
4. Excellent written and verbal communication skills with a strong commitment to customer service, professionalism, and discretion.
5. Ability to manage competing priorities, meet deadlines, exercise sound judgment, and work both independently and collaboratively.

Principal Responsibilities

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments.
2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.
3. Inputs data into databases and runs reports to verify accuracy and integrity of data.
4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules.
5. Reviews promotion materials from assigned departments and schools to ensure compliance.
6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members.
7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers.
8. Reviews information gathered for faculty searches by the search committee.
9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems.
10. Serves as member of support teams and provides back-up for other support staff.
11. Maintains records as required by Yale or government policy.
12. Processes additional appointments as needed.
13. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Job Posting Date 04/14/2026

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade D

Hourly Range $31.83

Time Type Full time

Duration Type Staff

Work Model Hybrid