Senior Administrative Assistant

Yale University is seeking a highly organized and professional Experienced Administrative Assistant to provide advanced administrative and operational support to faculty, department leadership, and staff. This role serves as a key resource within the department, managing complex administrative functions, coordinating activities and communications, and ensuring the efficient day-to-day operation of departmental programs and initiatives.

Responsibilities

• Manage complex calendars, scheduling priorities, and meeting coordination for faculty, department leaders, and staff.
• Coordinate travel arrangements, itineraries, reimbursements, and related administrative activities.
• Prepare, edit, proofread, and distribute correspondence, reports, presentations, agendas, and other departmental documents.
• Serve as a primary point of contact for faculty, staff, students, visitors, and external stakeholders, providing professional and responsive support.
• Plan and coordinate meetings, conferences, workshops, events, and special projects, including logistics, materials, and communications.
• Maintain confidential files, records, databases, and departmental information with a high level of accuracy and discretion.
• Support recruitment and onboarding activities, including scheduling interviews, coordinating candidate visits, and preparing hiring documentation.
• Assist with financial and operational processes, including invoice tracking, reimbursements, purchasing, and budget-related activities.
• Monitor departmental administrative procedures and ensure compliance with university policies and guidelines.
• Provide general office management support and contribute to the successful operation of departmental initiatives and projects.

Skills

• Excellent verbal and written communication skills.
• Strong organizational, planning, and time management abilities.
• Ability to prioritize multiple assignments and meet deadlines in a dynamic environment.
• Professional judgment and discretion when handling sensitive and confidential information.
• Advanced proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Strong customer service, interpersonal, and relationship-building skills.
• Attention to detail and commitment to producing high-quality work.
• Ability to work independently while also collaborating effectively with diverse teams and stakeholders.

Qualifications

• Bachelor's degree preferred or an equivalent combination of education and experience.
• Several years of progressively responsible administrative experience in higher education, healthcare, research, or a professional office setting.
• Experience supporting experienced leaders, faculty members, or complex departments.
• Demonstrated ability to coordinate projects, events, and competing priorities simultaneously.
• Experience working with administrative, financial, and record-management systems is preferred.
• Commitment to professionalism, customer service, and operational excellence.

Work Environment

This position operates within a professional academic environment and requires frequent interaction with faculty, staff, students, and external partners. The role involves a combination of administrative coordination, office management, event support, and project-related responsibilities. The Administrative Assistant must be comfortable managing multiple priorities, maintaining confidentiality, and adapting to the evolving needs of a busy department while contributing to a collaborative and service-oriented workplace.

Pay

The pay range for this position is $28.00 - $32.00/hr.

Benefits

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Schedule

This is a fully onsite, contract position based in New Haven, CT.