Sr. Administrative Assistant

Yale University; United States; Hybrid; USD 26,000 - 44,000; Full time

Job summary

Yale University is seeking a Senior Administrative Assistant to provide essential administrative support across multiple departments. The role involves managing complex calendars, coordinating travel, organizing events, handling financial transactions, and assisting faculty and staff with various tasks.

The ideal candidate will have strong organizational, communication, and customer service skills, along with discretion in handling sensitive information.

Qualifications

• Six years of related work experience with progression within the same job family or an equivalent combination.
• Experience with scheduling, expense processing, and report preparation.
• Strong experience in calendar management, travel coordination, and event organization.
• Excellent communication, both written and verbal, and customer service orientation.
• Ability to handle sensitive information with discretion and independent judgment.

Responsibilities

• Oversees and coordinates administrative, program, and office activities; establishes procedures and serves as information source.
• Oversees staff activities; assists with grants, contracts, and budgets; monitors expenditures and reconciles statements.
• Provides editorial support for journals; proofreads and edits material and tracks copy.
• Determines needs for events; coordinates data, assembles items, writes reports or summaries.
• Greets visitors; screens calls; handles mail and information requests.
• Formats and edits correspondence, reports, and manuscripts; prepares attachments.
• Coordinates travel arrangements and meetings; orders supplies and maintains inventory.

Skills

Organizational Skills

Communication Skills

Administrative Proficiency

Customer Service

Confidentiality and Judgment

Education

Six years of related work experience

Associate's degree

Bachelor's degree in a related field

Tools

Workday

Epic

Financial software

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

The Senior Administrative Assistant provides essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

Required Skills and Abilities

• 1. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• 2. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• 3. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
• 4. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
• 5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

• 1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
• 2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
• 3. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
• 4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
• 5. 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. 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

08/27/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

Hourly Range

$31.83

Time Type

Full time

Duration Type

Temporary / Casual (Fixed Term)

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 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.