Senior Administrative Assistant 2, Head of College, Pierson College

Yale University; New Haven (CT); On-site; USD 52,000 - 65,000; Full time

Job summary

Yale University in New Haven is seeking a Senior Administrative Assistant 2 to support the Head of College and the residential college Office. The role involves high-level administrative tasks, financial support, and coordination of college events in a busy campus setting.

This in-person, on-campus position requires strong communication, organizational skills, and experience with financial processes. The role includes guidance to students, coordination of bursary staff, and collaboration with

Qualifications

• Strong interpersonal skills and demonstrated success in a busy, service-oriented environment.
• Excellent written and oral communication skills; proficient in Microsoft Outlook, Word, Excel, and PowerPoint; ability to learn new systems quickly.
• Demonstrated administrative and organizational skills including calendar management, scheduling, expense processing, and event planning.
• Ability to manage multiple tasks and priorities; meet deadlines; work with frequent interruptions.
• Experience with financial and administrative systems, including expense management and reconciliation of financial statements.
• Discretion, sound judgment, and ability to maintain confidentiality; commitment to diversity, equity, and inclusion.

Responsibilities

• Oversees and coordinates administrative, program and office activities for the college Head of College.
• Establishes, selects, implements and coordinates office procedures and systems.
• Maintains college checkbook and monitors college accounts; disburses funds and provides financial support.
• Coordinates college functions and events (e.g., Commencement, Head of College’s Tea, Freshman and Senior Dinners).
• Advises students and Fellows on university and college policies and procedures.
• Supports Fellows Programs with clerical duties including mailings, updating contact lists and appointment letters.
• Updates college publications; manages social media and photos.
• Oversees bursary student work assignments; coordinates correspondence and general clerical support.
• Schedules and oversees use of college facilities; issues and records keys; coordinates repairs/renovations with university departments.
• Communicates with students, parents and alumni; resolves problems and provides guidance.
• Collaborates with the Dean’s Office to improve residential, academic and social life; coordinates coverage for the college.

Skills

Interpersonal skills

Communication

Microsoft Office

Calendar management

Expense processing

Event planning

Discretion

DEI awareness

Tools

Workday

StarRez

Student Grants Database

SciQuest

Yale Student Employment System

Yale Message

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

In a very busy, service-oriented work environment, the Senior Administrative Assistant 2 functions as part of a team with the Pierson Head of College, the Residential College Dean, the Assistant Director of Operations, the Senior Administrative Assistants, Service Assistant, and other appropriate university departments to facilitate the smooth running of residential college activities. Reporting to the Head of College and with limited supervision and guidance from the Assistant Director of Operations, oversees Head of College systems and activities, coordinates and oversees the work of student aides in the Head of College office, serves as point of contact for students, fellows, resident fellows, and residential college visitors with regard to policies and space, provides financial support functions, and provides high level administrative support to the Head of College.

The Senior Administrative Assistant 2 will work in-person, on campus. This is an 11-month role with one month of unpaid leave generally between mid-June to mid-July each year.

Required Skills and Abilities

• Strong interpersonal skills and demonstrated success working in a busy, service-oriented environment. Ability to work effectively and collaboratively with others and to engage professionally with faculty, students, staff, families, and guests.
• Excellent written and oral communication skills. Strong computer skills, including proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, and the ability to learn new systems quickly. Demonstrated administrative and organizational skills, including calendar management, scheduling, expense processing, and event planning.
• Demonstrated ability to manage multiple tasks and priorities simultaneously, meet deadlines, and work effectively with frequent interruptions. Ability to work independently, take initiative, exercise independent judgment, and ensure timely follow-through on administrative responsibilities.
• Demonstrated ability to understand and apply organizational policies and procedures. Experience working with financial and administrative systems, including expense management and reconciliation of financial statements.
• Demonstrated ability to exercise discretion and sound judgment and to maintain confidentiality when handling sensitive information and matters. Demonstrated appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals.

Preferred Skills and Abilities

• Experience using Workday, StarRez, Student Grants Database, SciQuest, Yale Student Employment System, and Yale Message.
• Experience overseeing and coordinating the work of others. Demonstrated experience working with undergraduate students, faculty, and staff at various levels.
• Experience with financial administration, including processing financial transactions and performing reconciliations.
• Experience working in an academic environment and supporting programs, activities, and events.

Principal Responsibilities

• Oversees and coordinates administrative, program and office activities for the college Head of College.
• Establishes, selects, implements and coordinates office procedures and systems.
• Maintains college checkbook and monitors college accounts, disburse funds and performs all financial support functions for the Head of College.
• Coordinates college functions and events, such as Commencement, Head of College’s Tea, Freshman and Senior Dinners and the opening and closing of the college each academic year. Works with the Head of College and Service Assistant on planning and execution of all functions in the Head of College’s House.
• Advises students and Fellows on University and college policies and procedures.
• Supports Fellows Programs by handling administrative duties including mailings, updating and maintaining contact lists and distributing letters of appointment.
• Provides support and guidance to students to ensure that materials in weekly college publications are appropriate. Updates and maintains Facebook information and photos.
• Oversees, develops and coordinates the work assignments of bursary students.
• Assumes responsibility for correspondence and provide general clerical support for Head of College, including ordering of supplies and services.
• Schedules and oversees use of college facilities.
• Issues, records and collects keys to student rooms and other college facilities.
• Coordinates with various University departments on the scheduling of repairs and renovations.
• Communicates with students, parents and alumni by mail, phone and in person. Answers basic and specialized questions, resolve problems, provide advice, etc.
• Works cooperatively with the Dean’s Office to improve the residential, academic and social life of the college community.
• Together with the Dean’s office, coordinates coverage for the college.
• Performs other duties related to the smooth operation of the college.

Required Education and Experience

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

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.

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.