Faculty and Academic Affairs Assistant

Yale University; New Haven (CT); Hybrid; USD 36,000 - 52,000; Full time

Job summary

Yale University in New Haven seeks an experienced administrative professional to support faculty, staff, and students in the Chemistry Department. You will manage complex calendars, coordinate travel, prepare teaching materials, and assist with publications and grant submissions.

The role requires discretion, strong organizational skills, and excellent communication. This position operates in a hybrid environment with confidentiality at the core of daily activities.

Qualifications

• Demonstrated administrative support with calendar management and travel coordination.
• Strong organizational and interpersonal skills to handle multiple tasks.
• Excellent written and spoken communication; attention to detail.

Responsibilities

• Conduct extensive literature searches and manage bibliographies for manuscripts.
• Edit, copyedit, and proofread content for publications with accuracy.
• Assist with abstracts, grant applications, and manuscript submissions.
• Prepare teaching materials and arrange class-related travel.
• Take dictation, transcribe notes, and coordinate conferences.
• Maintain and update the department website and online content.
• Coordinate travel arrangements and schedule meetings.
• Create and maintain files; handle additional duties as assigned.

Skills

Administrative support

Calendaring & travel

Organizational skills

Written & verbal comms

Confidentiality

MS Office

Education

High school diploma

Associate's degree

Bachelor's degree (relevant)

Tools

EMS

eShip Global

SciQuest

Job description

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

Reporting to the Manager, Academic and Administrative Affairs in the Department of Chemistry, provides administrative support to faculty, staff, and students. Executes special projects and routine activities in support of the Department Office. Provides advanced level of research, editorial and administrative support for a group of faculty in the Chemistry Department with multiple grants, teaching and major departmental administrative responsibilities. Serves as primary contact to advise students, faculty and staff on Yale's policies and procedures, direct them to the appropriate office for assistance and regarding department activities. Solve standard and non-standard problems. Provides support in many areas including but not limited to, department business and administrative transactions; responsible for planning and coordinating events and seminars; on and off boarding of department members; inputs and verifies data for accuracy and integrity; establishes and executes schedules for recurring activities; coordinates the distribution of documents/correspondence to appropriate recipients to support processes and/or events. Works independently and as part of a team. Exercises discretion and maintain strict confidentiality in handling sensitive materials. Highly developed and demonstrated customer service skills in person, through emails and telephone. Represents the department and University professionally. Excellent organizational skills, accuracy, and attention to detail. Ability to meet deadlines and handle multiple and diverse priorities with frequent interruptions. Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even in the face of conflicting demands. Excellent attendance and punctuality. Apprises supervisor of work-related issues; applies knowledge to ambiguous situations; identifies and researches unclear transactions, provides suggestions to resolve issues; executes decisions of Lead Administrator, Operations Manager, and Chair and provides feedback.

Required Skills and Abilities

• Demonstrated administrative support skills, including complex calendaring and travel coordination. Demonstrated ability to successfully execute the daily demanding priorities of Chemistry faculty with grace, ease and accuracy.
• Proven developed organizational and interpersonal skills. Ability to juggle multiple tasks, prioritize, and meet demanding deadlines and work with changing priorities in a growing and high-volume environment; flexibility in handling assignments. Demonstrated success in detailed work requiring accuracy and high level of productivity with follow-up skills.
• Effective oral and written communication skills. Excellent grammar and spelling skills, and strong attention to detail. Resourceful team player with well-developed interpersonal skills, including the ability to interact with faculty, staff and outside parties. Ability to manage sensitive information in a professional manner.
• Ability to handle high demand departmental community members. Ability to work with conflicting requests and confidence to request assistance as needed. Self-directed with the proven ability to take initiative and problem solve. Demonstrated sensitivity, confidentiality and sound judgment.
• Intermediate to advanced proficiency with Microsoft Office suite. Demonstrated proficiency with electronic accounting or financial systems.

Preferred Skills and Abilities

• Detail oriented, organized, efficient, self-directed, flexible thinking, continuous learning, and multitasking person with confidence to suggest improvements or note areas of inefficiency.
• Prior experience managing and organizing the schedules of others.

Principal Responsibilities

• 1. Conducts extensive literature searches, researches and reviews, downloads journal articles and creates both endnote libraries and bibliographies for manuscript development and submission.
• 2. Edits, copyedits and proofreads content for publications, articles and journals for content, style, grammatical and factual accuracy. Tracks copy through various editing and production stages.
• 3. Assists with writing and submitting abstracts for presentation, with manuscripts for publication and preparing and assembling grant applications in accordance to agency guidelines.
• 4. Prepares teaching materials including assembling syllabi and course packets and makes arrangements for class visitors (travel, lodging, reimbursements).
• 5. Takes dictation on phone and in person and transcribe notes.
• 6. Coordinates all conference activities including travel and lodging arrangements, publicity, reserving rooms, media services and catering, contacting attendees, creating agendas, collecting information and documents for both domestic and international reimbursements.
• 7. Gathers information and writes and proofreads routine correspondence and reports.
• 8. Serves as EMS preparer and uses eShip Global and SciQuest.
• 9. Maintains, modifies and updates and existing website. Keeps website current, determines sources of and compiles information for updates and input. Assists in website design, editing, and developing content of site. Identifies, evaluates and solves website problems. Updates links as needed.
• 10. Coordinates travel arrangements. Schedules meetings and appointments.
• 11. Creates and maintains files.
• 12. 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

07/31/2026

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

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 basedon 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 throughtheir 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.