Sr. Administrative Assistant, Faculty Support, Events & Communications

Sr. Administrative Assistant

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!

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, including managing Yale credit card (P-Card) transactions, expense reports (ERs), reimbursements, ordering supplies, calendaring, coordinating domestic and international travel, and maintaining and updating faculty bio-sketches and curriculum vitae (CVs). Additionally, the role involves planning, organizing, and executing departmental events such as faculty search symposiums, annual departmental retreats, seminars, and other activities. This includes coordinating logistics like reserving spaces, arranging travel and lodging for guest speakers, and ensuring media services and catering requirements are met. The Sr. Administrative Assistant also manages departmental communications by updating the department website, social media platforms, and digital monitors, as well as drafting and distributing scheduled and ad-hoc email communications to the department. Furthermore, the individual will handle special projects and additional responsibilities as assigned by the Sr. Operations Manager, ensuring the seamless operation and success of the department's activities.

Please note, the detailed responsibilities in this Overview are specific and most relevant to the role. Additional duties may be assigned as needed.

Applications must include a resume and cover letter to be considered.

Required Skills and Abilities:

• Ability to take initiative, solve problems, and exercise independent judgment. Ability to manage time to be efficient and productive. Strong interpersonal skills, including the ability to interact well with a varied population including students, visitors (domestic and international), faculty, and staff.
• Excellent organizational skills, as well as written and verbal communication skills, with strong attention to detail, thoroughness, and follow-through. Adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor. Proficiency in Microsoft Office (Word, Excel, Outlook).
• Ability to multi-task effectively with demanding time constraints. Ability to work well under pressure addressing multiple projects. Excellent follow-up skills. Demonstrated ability to be flexible and manage change effectively, often with short notice. Demonstrated ability to learn new systems, processes, and software.
• Proven ability to function independently and as part of an integrated team in a fast-paced environment. Demonstrated proficiency providing support in a professional organization. Ability to maintain discretion and professionalism.
• Demonstrated history of excellent attendance, reliability, and punctuality. Demonstrated experience in an administrative support role. Prior experience with calendar management for a supervisor, coordinating travel arrangements, meetings, and events. Demonstrated experience working with expense reports. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.

Principal Responsibilities:

• 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.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• 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.
• 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.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
• 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.
• 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.