Senior Administrative Assistant, YSM Student Affairs

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The Senior Administrative Assistant for Student Affairs at the Yale School of Medicine (YSM) provides comprehensive administrative and operational support for medical student records, registration, clinical electives, student services, and major academic events. This position serves as a primary point of contact for students, alumni, faculty, and external institutions, ensuring accurate management of academic records, elective scheduling, and student program processes while delivering excellent customer service.

• Serve as a front‑line representative for the Registrar and Student Affairs offices by greeting students, answering phones, and responding to inquiries regarding records, academic progress, graduation requirements, and student services.
• Prepare, format, edit, and process official transcripts for current students and alumni.
• Complete enrollment and degree verifications for alumni and third‑party background check and credentialing organizations.
• Process final graduate transcripts, including verification of electives and sub‑internships through multiple databases and systems.
• Draft and edit specialized student letters and documentation, including good standing letters, away rotation documentation, insurance letters, and related correspondence.
• Coordinate advisor sign‑off and processing for students participating in extended study programs.
• Assist students with the Visiting Student Learning Opportunities (VSLO) application process, including providing guidance on required documentation.
• Support students with residency onboarding requirements and forms.
• Complete institutional application documents for away electives at non‑VSLO institutions.
• Maintain and update student elective and sub‑internship schedules within the Med Hub system.
• Provide Med Hub support and training assistance to elective coordinators and departmental staff.
• Coordinate and schedule away rotations and clinical electives with students and departmental coordinators.
• Process and forward extended study documentation to Financial Aid.
• Maintain elective and rotation information for website updates and student communications.
• Access and review alumni academic records using institutional databases, including WEBXTender and Banner, to complete credentialing and verification requests.
• Assist with registration and onboarding activities for incoming first‑year medical students.
• Support major student events including Commencement, White Coat Ceremony, and other institutional programs.
• Assist with student compliance processes including mask fit testing and background checks for away rotations.
• Perform general administrative support duties including filing, mail distribution, and document management.
• Perform additional related duties as assigned.

This position operates in a professional academic office environment and requires regular interaction with students, faculty, staff, and external institutions. The role may occasionally require additional hours during peak periods such as registration, graduation, and major student events.

• Organizational
  
  Skills:
  
  Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast‑paced environment.
• Communication
  
  Skills:
  
  Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• Administrative Proficiency:
  Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
• Customer Service:
  Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups including students, faculty, staff, and external organizations.
• Confidentiality and Judgment:
  Ability to handle sensitive information with discretion and exercise sound…