Senior Administrative Assistant

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Overview

The Senior Administrative Assistant would be an integral part of the team, providing clerical support for all the activities related to research within the lab. The position will be supervised by the Research Program Manager. Exercising independent judgement, the Senior Administrative Assistant will be responsible for scheduling and coordinating meetings, ordering and maintaining inventories of supplies and preparing materials needed by the research team to implement study procedures. The Senior Administrative Assistant will be responsible for coordinating travel and processing expenditures. The Senior Administrative Assistant will also compose general correspondence and written material, establish and maintain online filing systems, and serve as a source of information on policies, procedures, and office activities. The position will serve as a first point of contact for incoming email and telephone inquiries, assess the nature of the business and refer the matter to the appropriate research team member. Candidate needs to be located in New York.

Required Skills and Abilities

1. Strong knowledge of and ability in Windows, Microsoft Outlook (strong use of calendar features), Word, Excel, Workday, and web applications. Demonstrated ability coordinating travel arrangements through world travel or approved Yale travel sites.
2. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shift priorities in a changing environment, and take initiative. Demonstrated ability in an administrative support position.
3. Demonstrated excellent attendance and punctuality, to be affirmed by references. Demonstrated ability to maintain professionalism and a professional demeanor with a positive attitude. Demonstrated ability to work cooperatively with co-workers and supervisor in an environment of change.
4. High degree of initiative, professionalism, and independent judgment. Exceptional organization, prioritization, and multi-tasking skills requiring accuracy, consistency, confidentiality, and dependability with the ability to manage multiple projects and tasks simultaneously. Attention to detail and ability to follow tasks to completion.

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 04/21/2026

Job Category Administrative Support

Bargaining Unit EXC

Compensation Grade Labor Grade D

Hourly Range $31.83

Time Type Full time

Duration Type Staff Fixed Duration (Fixed Term)

Work Model Remote