Sr. Administrative Assistant, Faculty Support, Events & Communications
Yale University, New Haven, Connecticut, us, 06540
Sr. Administrative Assistant, Faculty Support, Events & Communications
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Hourly Range: 31.05
Overview In this multifaceted role, the Sr. Administrative Assistant is responsible for providing comprehensive administrative support to faculty members and their labs across two large biology departments. Responsibilities include managing Yale credit card (P‑Card) transactions, expense reports, reimbursements, ordering supplies, calendaring, coordinating domestic and international travel, and maintaining faculty bio‑sketches and curriculum vitae (CVs). The role also involves planning, organizing, and executing departmental events such as faculty search symposiums, annual retreats, seminars, and other activities—coordinating logistics like space reservations, travel and lodging for guest speakers, and ensuring media services and catering requirements. Additionally, the assistant manages departmental communications by updating the department website, social media platforms, and digital monitors, drafting and distributing scheduled and ad‑hoc email communications, and handling special projects as assigned by the Sr. Operations Manager.
Required Skills And Abilities
Ability to take initiative, solve problems, and exercise independent judgment; manage time efficiently and productively with strong interpersonal skills, interacting well with students, visitors, faculty, and staff.
Excellent organizational, written, and verbal communication skills with strong attention to detail and thoroughness; resourceful, well‑spoken, and professional with a strong work ethic; proficiency in Microsoft Office (Word, Excel, Outlook).
Ability to multi‑task effectively under demanding time constraints; work well under pressure addressing multiple projects; follow‑up skills; flexibility and ability to manage change, often with short notice; learn new systems, processes, and software.
Proven ability to function independently and as part of an integrated team in a fast‑paced environment; provide support in a professional organization; maintain discretion and professionalism.
Demonstrated history of excellent attendance, reliability, and punctuality; prior experience in an administrative support role, including calendar management, travel arrangements, meetings, events, and expense reports.
Principal Responsibilities
Oversee and coordinate administrative, program, and office activities; establish, select, implement, and coordinate office procedures and systems.
Serve as principal source of information on policies, procedures, programs, and office activities to students, staff, and faculty.
Oversight of support staff, preparation of materials for grants, contracts, and budgets; monitor expenditures and reconcile financial statements.
Provide editorial support for a journal/publication, proofread, edit, and track copy; communicate with authors, printers, and others involved in publication.
Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assemble and arrange necessary items; compile, synthesize, and manipulate data; summarize findings and write reports.
Greet visitors, answer and screen telephone calls, assess nature of business, respond to requests for information, and provide assistance; screen and respond to mail.
Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material; assemble attachments; review outgoing material for completeness, dates, and signatures; compose substantive correspondence.
Coordinate travel arrangements, schedule and coordinate meetings and appointments, order and maintain inventory of supplies; take minutes or dictation as required.
Perform additional functions incidental to office activities.
Required Education and Experience Minimum six years of related work experience, including at least four years 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 Information Job Posting Date: 11/10/2025 Job Category: Administrative Support Bargaining Unit: L34 Compensation Grade: D Time Type: Full time Duration Type: Staff Work Model: Hybrid Location: 266 Whitney Avenue, New Haven, Connecticut
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.
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Hourly Range: 31.05
Overview In this multifaceted role, the Sr. Administrative Assistant is responsible for providing comprehensive administrative support to faculty members and their labs across two large biology departments. Responsibilities include managing Yale credit card (P‑Card) transactions, expense reports, reimbursements, ordering supplies, calendaring, coordinating domestic and international travel, and maintaining faculty bio‑sketches and curriculum vitae (CVs). The role also involves planning, organizing, and executing departmental events such as faculty search symposiums, annual retreats, seminars, and other activities—coordinating logistics like space reservations, travel and lodging for guest speakers, and ensuring media services and catering requirements. Additionally, the assistant manages departmental communications by updating the department website, social media platforms, and digital monitors, drafting and distributing scheduled and ad‑hoc email communications, and handling special projects as assigned by the Sr. Operations Manager.
Required Skills And Abilities
Ability to take initiative, solve problems, and exercise independent judgment; manage time efficiently and productively with strong interpersonal skills, interacting well with students, visitors, faculty, and staff.
Excellent organizational, written, and verbal communication skills with strong attention to detail and thoroughness; resourceful, well‑spoken, and professional with a strong work ethic; proficiency in Microsoft Office (Word, Excel, Outlook).
Ability to multi‑task effectively under demanding time constraints; work well under pressure addressing multiple projects; follow‑up skills; flexibility and ability to manage change, often with short notice; learn new systems, processes, and software.
Proven ability to function independently and as part of an integrated team in a fast‑paced environment; provide support in a professional organization; maintain discretion and professionalism.
Demonstrated history of excellent attendance, reliability, and punctuality; prior experience in an administrative support role, including calendar management, travel arrangements, meetings, events, and expense reports.
Principal Responsibilities
Oversee and coordinate administrative, program, and office activities; establish, select, implement, and coordinate office procedures and systems.
Serve as principal source of information on policies, procedures, programs, and office activities to students, staff, and faculty.
Oversight of support staff, preparation of materials for grants, contracts, and budgets; monitor expenditures and reconcile financial statements.
Provide editorial support for a journal/publication, proofread, edit, and track copy; communicate with authors, printers, and others involved in publication.
Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences; assemble and arrange necessary items; compile, synthesize, and manipulate data; summarize findings and write reports.
Greet visitors, answer and screen telephone calls, assess nature of business, respond to requests for information, and provide assistance; screen and respond to mail.
Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material; assemble attachments; review outgoing material for completeness, dates, and signatures; compose substantive correspondence.
Coordinate travel arrangements, schedule and coordinate meetings and appointments, order and maintain inventory of supplies; take minutes or dictation as required.
Perform additional functions incidental to office activities.
Required Education and Experience Minimum six years of related work experience, including at least four years 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 Information Job Posting Date: 11/10/2025 Job Category: Administrative Support Bargaining Unit: L34 Compensation Grade: D Time Type: Full time Duration Type: Staff Work Model: Hybrid Location: 266 Whitney Avenue, New Haven, Connecticut
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.
#J-18808-Ljbffr