Senior Administrative Assistant, Faculty Support and Academic Appointments

Yale University; New Haven (CT); Hybrid; USD 65,000 - 72,000; Full time

Job summary

Yale Cancer Center in New Haven, CT, seeks a Senior Administrative Assistant for Faculty Support and Academic Appointments. You will provide high-level administrative and appointment support to MBB/MCDB faculty and lab staff, coordinating calendars, travel, expenses, and recruitment logistics.

The role involves maintaining biosketches, supporting visa documentation with OISS, and coordinating departmental events. Hybrid work with on-campus duties and potential schedule changes is described.

Qualifications

• Experience supporting multiple stakeholders in a complex operational environment.
• Ability to learn academic appointment policies and immigration procedures.
• Experience with expense reporting, credit card reconciliation, procurement, and travel coordination.
• Excellent written and verbal communication with customer service focus.
• Ability to manage competing priorities and meet deadlines independently or with a team.

Responsibilities

• Serve as the principal source of information on policies and procedures for faculty appointments.
• Review forms for errors; resolve issues and coach on university policies.
• Input data into databases and run reports to verify data integrity.
• Ensure timely reviews for reappointments and promotions by scheduling accordingly.
• Coordinate electronic distribution of appointment and promotion documents to committees.
• Respond to faculty searches, triage questions, and assist search committees.

Skills

Administrative experience

Academic appointment processes

Financial transactions

Communication

Prioritization & time management

Education

Bachelor's degree in a related field

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

Overview

Reporting to the Faculty Support & Academic Appointments Supervisor of the departments of Molecular Biophysics & Biochemistry (MBB) and Molecular, Cellular & Developmental Biology (MCDB), the Senior Administrative Assistant, Faculty Support and Academic Appointments provides high-level administrative and academic appointment support to faculty in MBB and MCDB and their laboratory staff. This position supports multiple faculty and lab groups and requires professionalism, discretion, accuracy, and the ability to work independently within established policies and procedures.

The Senior Administrative Assistant provides comprehensive administrative support, including scheduling meetings and appointments, maintaining complex calendars, coordinating domestic and international travel, processing expense reports and reimbursements, reconciling Yale credit card (P-Card) transactions, procuring supplies, and responding to faculty and laboratory needs. The position coordinates recruitment logistics for prospective lab staff, including candidate scheduling and site visits. The Senior Administrative Assistant also maintains faculty biosketches and curriculum vitae (CVs) and performs additional administrative functions incidental to office operations.

The role administers academic appointments for all postdoctoral, postgraduate, associate research faculty and other academic staff, including initial appointments, reappointments, and promotions. The Senior Administrative Assistant serves as a principal source of information regarding established academic appointment policies and procedures in accordance with Yale’s Office of Postdoctoral Affairs (OPDA) and independently prepares, processes, and tracks appointment materials. The position manages visa-related documentation for international faculty and staff in collaboration with Yale’s Office of International Students and Scholars (OISS), ensuring compliance with university and immigration requirements.

The Senior Administrative Assistant may also support departmental events and academic activities, including organizing seminars, arranging travel and lodging for guest speakers, reserving space, coordinating media services, and arranging catering. The role works closely with the Business Operations Team to complete financial transactions and may assist the Sr. Operations Manager with special projects or other assigned responsibilities. As a member of the faculty support team, the position provides backup coverage for other administrative staff as needed.

Please note, the detailed responsibilities in this Position Focus are specific and most relevant to the role. Additional duties may be assigned as needed. Based on operational needs, there might be changes to our current hybrid work schedule. Currently four days on campus and one remote. It is possible that we may need to transition being on campus five days a week, either temporarily or permanently.

Required Skills and Abilities

1. Demonstrated advanced administrative and organizational skills supporting multiple stakeholders in a complex operational environment.
2. Strong knowledge of, or ability to quickly learn, academic appointment processes, policies, and procedures including immigration policies and procedures.
3. Proven experience with financial and administrative transactions, including expense reporting, credit card reconciliation, procurement, and travel coordination.
4. Excellent written and verbal communication skills with a strong commitment to customer service, professionalism, and discretion.
5. Ability to manage competing priorities, meet deadlines, exercise sound judgment, and work both independently and collaboratively.

Preferred Skills and Abilities

Prior experience in an academic setting and knowledge of the faculty life cycle.

Principal Responsibilities

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments.
2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.
3. Inputs data into databases and runs reports to verify accuracy and integrity of data.
4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules.
5. Reviews promotion materials from assigned departments and schools to ensure compliance.
6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members.
7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers.
8. Reviews information gathered for faculty searches by the search committee.
9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems.
10. Serves as member of support teams and provides back-up for other support staff.
11. Maintains records as required by Yale or government policy.
12. Processes additional appointments as needed.
13. 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.

Location

219 Prospect Street, New Haven, Connecticut

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 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.