Senior Administrative Assistant

Yale Cancer Center; New Haven (CT); On-site; USD 43,000 - 47,000; Full time

Job summary

Yale Cancer Center, located in New Haven, CT, seeks an experienced Administrative Services Assistant to provide high-level clerical support. The role requires independent judgment, travel coordination, reimbursements, procurement, and event planning support.

Under supervision, you will manage calendars, prepare reports, assist with grants and budgets, handle confidential information, and coordinate meetings, travel, and expense reimbursements for faculty and staff.

Qualifications

• Ability to take initiative, anticipate actions needed, and use independent judgment.
• Ability to type, format, and proofread a variety of correspondences and reports.
• Ability to provide clerical functions such as copying, faxing, mailing, etc.
• Strong organizational skills and the ability to manage multiple tasks in a fast-paced environment.
• Strong communication skills, including oral and written, with professionalism and discretion.
• Excellent computer skills with MS Word and Excel; create slides and manage PowerPoint; schedule Zoom meetings.
• Ability to arrange travel, including flights, hotels, and car rentals; experience with budgeting and reimbursements is preferred.

Responsibilities

• Oversees and coordinates administrative, program, and office activities and policies.
• Oversees support staff and budget/materials preparation; monitors expenditures and reconciles statements.
• Provides editorial support for journals or publications and proofs material for accuracy.
• Determines needs for conferences and assembles items; compiles data and writes reports.
• Greets visitors and screens calls; manages mail and information requests.
• Formats and proofreads correspondence; prepares attachments and signatures.
• Coordinates travel and schedules meetings; orders supplies; takes minutes.

Skills

Initiative

Independent judgment

Prioritization

Follow-up

Communication

Customer service

Confidentiality

Discretion

Time management

Scheduling

Education

High school diploma

Associate's degree

Bachelor's degree in related field

Tools

MS Word

Excel

PowerPoint

Outlook

Zoom

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!

Salary Range

$31.83

Job Requisition ID

138183WD

Overview

Reporting to the Administrative Services Supervisor, this position provides a high level of administrative and clerical support to the Yale Cancer Center. Under limited supervision and exercising independent judgment and initiative, assist with coordination of academic and business activities related to travel, reimbursements, procurement, meeting and event coordination. Provides backup support to other administrative office staff as necessary. May perform other duties as assigned.

Required Skills and Abilities

• Ability to take initiative, anticipate actions needed, and use independent judgment. Ability to recognize and address urgent priorities, and take steps to resolve problems independently. Ability to prioritize to meet deadlines and follow schedules. Excellent follow up skills. Ability to adapt in unpredictable peaks in workload.
• Ability to type, format, and proofread a variety of correspondences and reports. Ability to provide clerical functions such as copying, faxing, mailing, etc. Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment.
• Strong communication skills, included demonstrated ability to communicate both orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Strong customer service skills. Demonstrated attention to detail. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information
• Excellent computer skills including intermediate ability or higher with MS Word and Excel. Ability to create slides and make changes to PowerPoint presentations. Demonstrated experience with Outlook calendaring in a professional environment is preferred. Ability to schedule and facilitate Zoom virtual meetings.
• Ability to arrange travel, including flights, hotels and car rentals. Prior experience with facilitating room scheduling, catering, equipment and materials for seminars or events is preferred. Proven ability processing expense reimbursements, budget preparation, and financial reporting preferred.

Preferred Skills and Abilities

• Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
• Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
• Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
• Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
• Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

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. Assess 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.

Original Job Posting Date

09/16/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Time Type

Full time

Work Model

On-site

Location

789 Howard Avenue, New Haven, Connecticut

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 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 dutiesand responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department. University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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.