Senior Administrative Assistant

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Hourly Range

31.05

Reporting to the Director of Institutional Affairs, the Senior Administrative Assistant provides a wide range of high-level administrative support to the Office of Institutional Affairs. Specifically, the Senior Administrative Assistant will be a part of the team that supports the Yale Corporation (Board of Trustees) and University Council (President's Advisory Group). Duties include coordinating complex calendar commitments, submitting expense reports, invoices, and reimbursements, collecting information, inputting data, coordinating event logistics, including assembling attendance lists, preparing biographies for guest speakers, and contacting vendors; and organizing tasks to ensure all functions and needs of the team and office are completed. The Senior Administrative Assistant works with high-level guests, administrators, and staff both verbally and in writing, and should present a welcoming, helpful, and professional presence. The Senior Administrative Assistant must excel at communicating effectively, managing their time and multiple concurrent requests and projects, and working in a fast-paced, highly collaborative environment. The list of primary responsibilities below is not all-inclusive and may differ based on the strengths of the successful candidate.

• Serve as administrative support to the Associate Vice President (AVP) and senior staff, managing calendars, scheduling complex meetings, arranging guest travel, and handling sensitive correspondence. Prioritize and triage requests to ensure optimal use of leadership time and resources,.

• Perform day-to-day administrative operations for the Office of Institutional Affairs, including procurement, supplies, facilities coordination, contract processing, and financial transactions (e.g., reimbursements, expense reports), ensuring compliance with university policies.

• Assist with logistics planning for select leadership meetings and university events, including the full RSVP and travel process, management of attendee data, and coordination with internal and external stakeholders,.

• Oversee the setup of meetings and events, coordinating with campus service units. Prepare and manage event materials (e.g., schedules, signage, name tags), room layouts, TR&S forms, and staffing plans to ensure smooth delivery of in-person engagements

• Serve as the primary contact for University Council member assistants, overseeing all aspects of travel planning-including hotel and ground transportation-and executing transportation schedules in collaboration with campus partners.

The information provided in the Job Description section above is generic in nature, prospective applicants will find the information in this Additional Job Description to be most relevant to the position.

Please note that this position is excluded from the Union.

Required Skills and Abilities

Demonstrated ability to plan, prioritize, and manage a high volume of administrative tasks including complex scheduling with precision and efficiency. Strong attention to accuracy, detail, and follow-through.

Proven ability to handle sensitive and confidential information with discretion, professionalism, and appropriate tact, strong verbal and written communication skills with ability to craft clear, concise, and professional messages. Excellent spelling, grammar, editing, and proofreading skills.

Strong interpersonal skills. Proven ability to interact diplomatically and effectively with high-level stakeholders, advanced proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and experience with data collection, management, and reporting tools (e.g., Qualtrics, spreadsheets).

Ability to quickly learn new systems and tools and ensure accuracy and integrity in data entry and reporting, ability to prioritize competing priorities, adapt to shifting demands, and thrive in a highly collaborative team environment.

Demonstrated initiative and problem-solving abilities, with a commitment to supporting colleagues and office-wide goals and ability to identify and resolve challenges that may arise during the coordination of events or office functions. Strong critical thinking and troubleshooting skills to identify and resolve issues and ensure smooth event delivery.

Preferred Education, Experience and Skills:

Demonstrated experience in an administrative support role that involves interactions with VIP-level internal and external stakeholders.

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.

Original Job Posting Date

10/01/2025

Job Category

Administrative Support

Bargaining Unit

EXC

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Location

2 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.