Senior Administrative Assistant

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Hourly Range

31.05

Overview

Reporting to the Supervisor of Administrative Support, the Senior Administrative Assistant provides high-level administrative and operational support and oversees and coordinates administrative, program, and office activities for a variety of departments within the Yale Library. Areas of support may be adjusted for operational needs. Performs various administrative duties, with specialized attention to the fact that the information, decisions, and communication involved may be sensitive or confidential. Must maintain confidentiality. Composes original correspondence, proofreads and edits documents, reviews outgoing material for completeness and accuracy. Manages complex schedules and calendars and makes travel arrangements.

Prepares agenda/materials for meetings and may take meeting minutes. Maintains websites, SharePoint sites, social media sites and other online communication platforms for supported departments.  Creates and maintains databases and mailing lists.  Supports recruitment and hiring efforts for the department. Coordinates and schedules candidate interviews including arranging travel, hotels, interview schedules, booking rooms, communications, and candidate reimbursements. Keeps abreast of Library and University policies and procedures affecting supported departments' business affairs, ensure departmental compliance, and recommend program enhancements in these areas, consistent with university and library objectives and policies; participate in appropriate Library and University committees.

Oversees reservations and schedules of rooms and equipment for supported department. May coordinate and support large events, and provide basic tech support (e.g., set for presentations, including streaming and video conferencing.) Provides backup support for other Yale Library Sr. Administrative Assistants. May screen telephone calls, assess priorities for contacting individuals. May assist with the preparation of materials for supplies, grants, contracts or budgets. Performs other related duties as assigned.

Required Skills and Abilities

1. Superior customer service skills. Demonstrated professionalism and confidentiality in the workplace. Demonstrated ability to follow directions. Excellent oral & written communication skills, including spelling, grammar, & punctuation. Strong attention to detail skills and commitment to accuracy and organization is essential.

2. Demonstrated proficiency in an administrative support role. Proven ability to work productively under pressure with constant and varied interruptions, manage a broad variety of tasks and shifting priorities in a changing environment.

3. Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion and good judgment. Able to provide good judgment and demonstrated thoroughness, accuracy, attention to detail and follow-through in execution of tasks.

4. Proficiency with Microsoft Word, Excel, PowerPoint and Outlook (superior calendaring skills). Demonstrated ability to handle complex work assignments, prioritize, and solve problems. Demonstrated proficiency in managing calendars and coordinating travel.

5. Demonstrated advanced proficiency in written communication and interpersonal skills in a fast paced service environment, with the ability to deal effectively and tactfully with a diverse population in person, via telephone, email and through correspondence.

Preferred Skills and Abilities

Demonstrated strong interpersonal, relational, attention to detail and customer service skills.

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

10/27/2025

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Location

121 Wall Street, 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.