Sr. Administrative Assistant

Posted: 16-Apr-26

Location: New Haven, Connecticut

Categories: Staff/Administrative

Internal Number: 133802WD

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

The Senior Administrative Assistant serves as a key contact and supports several faculty by maintaining complex calendars, scheduling and coordinating in-person and virtual, internal and external, meetings in multiple time zones. Assists faculty with domestic and international travel. Provides procurement/financial support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Formats, proofreads, and edits correspondence, reports, and other material. Serves as lead for events, projects, and recruitment efforts which may require searching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas/itineraries, individual and group travel arrangements, identifying and anticipating all needs and accommodations for these events as required. Reviews outgoing material for completeness and accuracy. Gathers, compiles, and organizes data to create reports or summaries. May order, stock and distribute office supplies, mail and packages. Greets visitors. Answers and screens telephone calls. Provides administrative back-up to colleagues. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support.

Required Skills and Abilities

1. Demonstrated intermediate proficiency with Microsoft Office (Word, Excel, and Outlook).
2. Excellent verbal, written, organizational and interpersonal skills; self-motivated, with the ability to take initiative, problem solve and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.
3. Demonstrated ability to multitask, be flexible and pivot as needed, prioritize tasks, meet deadlines, and work effectively with conflicting and/or competing deadlines and time constraints. Proven ability to function independently and as part of a team in a fast-paced environment. Excellent follow-up skills.
4. Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.
5. Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.

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 04/15/2026

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade D

Compensation Grade Profile

Hourly Range $31.83

Time Type Full time

Duration Type Staff

Work Model Hybrid