Administrative Assistant

Yale University; New Haven (CT); On-site; USD 58,000 - 61,000; Full time

Job summary

Yale University in New Haven is seeking an Administrative Assistant to provide comprehensive support to the department and ensure smooth daily operations for students, staff, and faculty.

The role involves greeting participants, coordinating study visits, managing questionnaires, maintaining records, and handling calls. Candidates should have strong communication, organizational skills, and proficiency with Word/Excel/PowerPoint.

Qualifications

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

Responsibilities

• Greets participants and their study partner in a busy research unit.
• Assists researchers setting up and starting study visits.
• Assists participants and their study partner with the completion of questionnaires.
• Schedules study visits and other study procedures in coordination with research assistants.
• Resolves scheduling conflicts.
• Provide administrative support to researchers. Answers and screens telephone calls.
• Provides assistance to caller or refers to appropriate individual.
• Reviews outgoing material for completeness, attachments, dates and signatures.
• Composes general correspondence and written material.
• Gathers, compiles and records data.
• Maintains excel spreadsheets.
• Maintains filing systems.
• Sorts screens and distributes mail, deliveries and faxes.
• Orders and maintains inventory of supplies.
• Performs additional functions incidental to office activities.

Skills

Interpersonal skills

Communication skills

Microsoft Word

Microsoft Excel

PowerPoint

Attention to detail

Time management

Multi-tasking

Education

High school diploma

Associate's degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Web-based applications

Job description

• Resolves scheduling conflicts.

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 Administrative Assistant will provide administrative support to the department and perform all necessary functions for daily operations and serves as source of information to students, staff, and faculty on policies, procedures, and office activities.

Responsibilities Include

• Greets participants and their study partner in a busy research unit.


• Assists researchers setting up and starting study visits.


• Assists participants and their study partner with the completion of questionnaires.


• Schedules study visits and other study procedures in coordination with research assistants.


• Resolves scheduling conflicts.


• Provide administrative support to researchers. Answers and screens telephone calls.


• Provides assistance to caller or refers to appropriate individual.


• Reviews outgoing material for completeness, attachments, dates and signatures.


• Composes general correspondence and written material.


• Gathers, compiles and records data.


• Maintains excel spreadsheets.


• Maintains filing systems.


• Sorts screens and distributes mail, deliveries and faxes.


• Orders and maintains inventory of supplies.


• Performs additional functions incidental to office activities.

Required Skills And Abilities

• Prior experience working in an administrative or support role. Excellent interpersonal and communication skills. Ability to clearly communicate with individuals with cognitive impairment. Strong Computer skills including Word, Excel, PowerPoint and web-based applications.


• Excellent attention to detail and accuracy.


• Ability to plan, organize and manage a large volume of varied work in a complex, fast -paced environment. Ability to multi-task, prioritize, and work under pressure to meet deadlines. Ability to concentrate and perform with interruptions. Excellent time management skills.


• Ability to function effectively independently and as part of a team. Excellent customer service skills and a professional demeanor.


• Proven excellent attendance and punctuality record.

Preferred Skills And Abilities

• Bachelor's degree and at least 5 years prior experience in an administrative support position.

Principal Responsibilities

• Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Job Posting Date

10/07/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Full time

Duration Type

Staff Fixed Duration (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.