Senior Administrative Assistant, YSPH

Yale University; New Haven (CT); Hybrid; USD 43,000 - 47,000; Full time

Job summary

Yale University in New Haven seeks a Sr. Administrative Assistant to provide high-quality support to the Yale School of Public Health department, its chair, and faculty. You will manage complex calendars, coordinate visitors, and handle expense transactions, including SciQuest ordering.

The role involves assisting with classroom/teaching arrangements, proofreading papers, and preparing PowerPoint presentations, while coordinating travel and meetings of all sizes.

Qualifications

• Proven proficiency in Outlook calendaring and managing complex calendars.
• Strong computer skills including Word, PowerPoint, Excel.
• Excellent customer service with problem solving and organizational skills.
• Ability to work in a team, take initiative, and show reliability.
• Excellent written and verbal communication, high attention to detail.

Responsibilities

• Oversees and coordinates administrative, program, and office activities; establishes procedures.
• Acts as information source to students, staff, and faculty on policies and programs.
• Determine needs for symposia, lectures, seminars, and conferences; arrange items and data sources.
• Prepare materials for grants, contracts, and budgets; monitor expenditures and reconcile statements.
• Greet visitors, screen calls, respond to information requests, and manage mail.

Skills

Outlook calendar

MS Word

PowerPoint

Excel

Customer service

Teamwork

Initiative

Written communication

Verbal communication

Travel coordination

Event logistics

Multitasking

Education

High school diploma or equivalent

Associate's degree

Bachelor's degree in related field

Tools

Workday

SciQuest

World Travel

Supplier Gateway

e-Ship Global

Workday Worksheets

Canvas

Endnote

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 directly to the Manager of Administrative Services at the Yale School of Public Health (YSPH) and working in a team environment, the Sr. Administrative Assistant provides high-quality administrative support to an academic department, its department chair and faculty. Working in coordination with other departmental administrative support staff, this position will manage the complex calendars of the YSPH department and its faculty chair, coordinate all phases of visitors and guests, and process expense transactions, including SciQuest ordering for department needs. Faculty support may include assisting with classroom/teaching arrangements, proofreading papers, and preparing power point presentations.

Additional Responsibilities Include

• 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.
• 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.
• Greets visitors.
• Answers and screens telephone calls.
• Assesses the nature of business.
• Responds to requests for information and provides assistance.
• Screens and responds to mail.
• Formats, keyboards, proofreads, and edits correspondence, reports, manuscripts, and other material.
• Assembles attachments and corresponding materials.
• Reviews outgoing material for completeness, dates, and signatures.
• Composes substantive correspondence and written material.
• Performs additional functions incidental to office activities.

Required Skills And Abilities

• Proven proficiency in an administrative assistant role including proficiency in Outlook calendaring with proven ability to manage complex calendars. Proven strong computer skills including intermediate skills with Microsoft Word, PowerPoint, and Excel.
• Demonstrated highly developed customer service skills including strong problem solving, organizational and analytical skills. Proven ability to work in a team environment with a positive attitude, with the proven ability to take initiative and work with little supervision. Proven record of good attendance and punctuality.
• Proven ability to write, format and proofread a variety of correspondence and reports. Excellent written communication skills, grammar and spelling with strong attention to detail. Strong verbal communication skills.
• Ability to coordinate travel arrangements (both domestic and international) and support meetings of all sizes. Experienced in organizing regularly scheduled seminars and events and managing logistics such as room scheduling, catering, equipment, and materials.
• Ability to multitask effectively with sound professional judgment.

Preferred Education, Experience And Skills

• Proven experience with Yale systems and online forms including Workday, SciQuest, World Travel, the Supplier Gateway and e-Ship Global.
• Proven experience with Workday Worksheets, Canvas and Endnote would be a plus.

Principal Responsibilities

• 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.

Job Posting Date

08/12/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

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 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.

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 through their 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.