Senior Administrative Assistant (94993BR)

Yale University; New Haven (CT); Hybrid; USD 50,000 - 75,000; Full time

Job summary

A leading university in Connecticut seeks a Senior Administrative Assistant to provide comprehensive support to faculty in the Medical School. This role involves managing day-to-day operations, overseeing administrative tasks, and requires strong organizational skills in a hybrid work environment. Ideal candidates will have substantial experience in administrative roles, demonstrating proficiency in scheduling, expense management, and coordination of complex tasks.

Qualifications

• Six years of related work experience, four of them at the next lower level.
• Demonstrated experience in surgical scheduling and calendar management.
• Experience with travel arrangements and expense management.

Responsibilities

• Oversees and coordinates administrative office activities.
• Provides editorial support for publications and manages financial reports.
• Coordinates travel arrangements and schedules meetings.

Skills

Surgical scheduling

Expense management

Calendar management

Travel coordination

Education

High school diploma or equivalent

Associate's degree or Bachelor's degree in a related field

Tools

Outlook

TEAMS

Microsoft Office

Workday

Job description

Join to apply for the Senior Administrative Assistant (94993BR) role at Yale University

1 week ago Be among the first 25 applicants

Join to apply for the Senior Administrative Assistant (94993BR) role at Yale University

Get AI-powered advice on this job and more exclusive features.

Work Week

Standard (M-F equal number of hours per day)

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Work Week

Standard (M-F equal number of hours per day)

Work Location

Medical School Campus

Worksite Address

330 Cedar Street

New Haven, CT 06510

Work Model

Hybrid

Position Focus

Reporting to the Administrative Manager, the Sr. Administrative Assistant will provide comprehensive surgical and academic support to faculty within the division.

This position plays a key role in managing the day-to-day administrative operations of patient flow, ensuring smooth coordination across clinical and academic activities. The ideal candidate is highly organized, detail-oriented, and capable of multitasking in a high-functioning, fast-paced environment.

This role is Hybrid: 3 days/week onsite: Either Mon-Wed or Wed-Friday.

Essential Duties

• 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. Assesses 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.

Required Skill/Ability 1

Demonstrated surgical scheduling experience using software system for scheduling surgical patients, understanding pre-op, post-op, and surgical workflows.

Required Skill/Ability 2

Demonstrated Expense management experience such as tracking, reporting, and reconciling expenses utilizing a software system.

Required Skill/Ability 3

Demonstrated calendar management experience, proficient in managing complex calendars, including scheduling meetings, coordinating across departments, and anticipating conflicts, experience with Outlook, TEAMS, or similar platforms.

Required Skill/Ability 4

Demonstrated experience booking/coordinating travel arrangements for supervisor/leadership (flights, lodging, itineraries).

Preferred Education, Experience And Skills

Epic knowledge preferred, surgical scheduling and Inbasket messaging preferred, Outlook knowledge preferred, facilitating travel preferred, Microsoft Office preferred. Workday knowledge preferred. Proficiency in using Workday for HR and finance related functions.

Drug Screen

No

Health Screening

No

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.

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 duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement

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

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Higher Education

Referrals increase your chances of interviewing at Yale University by 2x

Sign in to set job alerts for “Senior Administrative Assistant” roles.

Office and Database Manager - Admissions Office

New Haven, CT $50,000.00-$60,000.00 1 day ago

Sr Admin Asst II, Ezra Stiles College (95161BR)

Orange, CT $50,000.00-$100,000.00 2 years ago

Office Manager - Behavioral Health - Univ. of New Haven - 12 months

Office Manager - Educational Grants Office

Executive Team Leader Human Resources (Assistant Manager HR)- T2925 Guilford, CT

Apply here to join Affinity's Office Manager Talent Community!

Executive Team Leader Service & Engagement (Assistant Manager Front End)- T2434 Southington, CT

Executive Team Leader GM & Food Sales (Assistant Manager General Merchandise and Operations)- T2156 Waterbury, CT

Assist/Assoc Director of Development Initiatives (95419BR)

Executive Assistant to the CEO, Yale Medicine (94941BR)

Senior Administrative Assistant, OHER (95454BR)

We’re unlocking community knowledge in a new way. Experts add insights directly into each article, started with the help of AI.