Administrative Assistant

Yale University; New Haven (CT); On-site; USD 33,000 - 45,000; Full time

Job summary

Yale University is seeking an Administrative Assistant to support the Pediatric Neonatology section. You will manage calendars, coordinate travel, arrange meetings and assist in faculty activities while handling sensitive information with discretion.

Working with administrative staff, you will streamline office operations, support senior staff, and ensure timely responses and organized documentation in a dynamic medical school setting.

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.
• Proficiency in Microsoft Outlook, Word, Excel, SharePoint and PowerPoint; ability to learn new systems as required.

Responsibilities

• Serve as information source for policies and office activities.
• Greet visitors and manage calendars and appointments.
• Coordinate travel arrangements and arrange meetings and conferences.
• Assist in faculty recruitment and preparing correspondence.
• Maintain on-call schedules and travel and lodging arrangements.
• Order supplies and manage inventory.

Skills

Microsoft Outlook

Microsoft Word

Microsoft Excel

SharePoint

PowerPoint

Strong organizational skills

Team oriented

Education

High school diploma

Associate's degree

Tools

EPIC

Q-Genda

Job description

• Coordinates travel arrangements.

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 primary work location is 430 Congress Avenue. The Administrative Assistant reports directly to the Administrative Supervisor for the section of Pediatric Neonatology. The primary responsibility of the position is to assist in managing the day-to-day office operations of the section while providing administrative support to faculty, attendings, advanced practice providers, fellows and research staff. This position will work cooperatively with other member(s) of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects and the improvement of work processes. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments and agencies.

This position will personally provide administrative assistance to faculty and staff by:

• Supporting faculty members in the performance of their duties.
• Managing calendars and schedules.
• Identifying and solving problems.
• Working with clinic templates.
• Coordinating meetings and conferences.
• Faculty recruitment.
• Preparing correspondence.
• Maintaining Q-Genda on call schedule.
• Coordinating with other sections and departments on behalf of the faculty.
• Ordering materials.
• Managing travel.
• Managing licenses and certifications.
• Expense processing and effectively dealing with other tasks and/or issues as they arise.
• Assist the Senior Administrative staff with coordinating lectures, conferences and symposia.
• Assembles and arranges for necessary items.
• Greets visitors.
• Assesses nature of business.
• Responds to requests for information and provides assistance, timely.
• Assembles attachments and corresponding material.
• Reviews outgoing material for completeness, dates, and signatures.
• Coordinates travel arrangements.
• Orders and maintains inventory of supplies.
• Performs additional functions incidental to office activities.
• Handles triaging faxes to providers for orders to be signed and importing documents into patient medical records.

Required Skills And Abilities

• Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty and/or staff. Strong problem solving and organizational skills. Ability to prioritize and organize a large workload.
• Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel, SharePoint and PowerPoint. Ability and willingness to learn and use new programs and systems as required.
• Demonstrated excellence while working in a team-oriented environment. Strong interpersonal, communication and negotiation skills, to be verified by references. Capacity and desire to learn new skills and able to work in a fast-paced environment.
• Ability and desire to assist in managing the day-to-day office activities on behalf of the Medical Directors and faculty. High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously and strong personal initiative, to be verified by references.
• Proven experience with handling multiple schedules, calendars utilizing multiple calendaring systems. Ability to follow detailed instructions for various tasks.

Preferred Skills And Abilities

• Proven experience in providing administrative support within a medical school setting and the use and knowledge of EPIC and Q-Genda is strongly preferred.

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

11/11/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Hourly Range

$28.43

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

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.