Senior Administrative Assistant II, Yale College Academic Affairs

Overview

Reporting to the Dean of Academic Affairs Deans in Yale College and working with limited supervision and guidance from two Associate Deans, the Senior Administrative Assistant II provides high‑level administrative, academic, and operational support for the Office of Academic Affairs, including interpretation of academic regulations, work of the Committee on Honors and Academic Standing, the Yale chapter of Phi Beta Kappa, the Yale‑New Haven High School Student program, the non‑degree student program, the alumni and Yale‑affiliate auditing program, and liaison programs with Yale Athletics.

This role creates critical connections between the Office of Academic Affairs and the residential college dean’s offices, other offices in Yale College, the University Registrar’s Office, and other campus partners. The position manages complex administrative workflows, coordinates academic processes, maintains confidential student records, and supports key annual academic programs.

• Process all status changes for Yale College students on behalf of CHAS (e.g., withdrawals, leaves of absence, academic warning)
• Maintain confidential academic files for current and former students
• Prepare, review, and update academic reports and degree requirement confirmations tri‑annually (May, September, December) with residential college deans and the University Registrar’s Office
• Organize annual student promotion and clearance meetings
• Schedule biweekly meetings of the residential college deans and CHAS
• Manage nomination processes for the Hart Lyman Prize and the Francis Gordon Brown Prize for juniors, and the academic high‑stand and Wrexham prizes for seniors at Commencement; arrange disbursement of prize money to recipients
• Prepare end‑of‑term memos to the college deans and instructors about important dates and deadlines
• Coordinate selection of the Gimble and Sheffield cups, awarded to residential colleges for highest overall scholarship in FAS and SEAS subjects
• Coordinate biannual process for awarding Distinction in the Major
• Support the proctoring of ABX exams in September and January
• Coordinate annual start‑of‑year meetings with Yale College deans and University Registrar’s Office staff, including room reservations, AV needs, and catering

• Support twice annual elections of students to Phi Beta Kappa
• Organize PBK receptions and prize ceremonies
• Organize annual induction ceremony during Commencement Weekend
• Oversee registration of elected students with the national PBK office
• Provide annual reports to the national PBK office
• Process financial transactions and reconcile financial statements

• Support the Yale‑New Haven High School Student program; organize orientation meetings with guidance counselors and coordinate Banner enrollment processes for students
• Support the Yale Alumni and Yale Affiliate Auditing Program
• Coordinate enrollment and documentation for approved non‑degree students
• Support the Francis and Rosenkranz Writer‑in‑Residence program events
• Support the Student Athlete Mentor program

Other duties as assigned.

Full‑time position. Eleven months each year with one month of unpaid leave each summer.

• Strong computer skills, including Microsoft Outlook, Word, and Excel; proficiency in email and calendar management
• Proven ability to maintain calendars, coordinate schedules, and manage expense reports; strong interpersonal skills and a welcoming, team‑oriented attitude
• Ability to manage multiple tasks simultaneously and tolerate frequent interruptions
• Ability to work independently under pressure with mature judgment; excellent written and oral communication skills
• Demonstrated appreciation for and commitment to diversity, equity, and inclusion principles

• Experience with Workday expense reporting, Yale Message, Banner, Degree Audit, Dynamic Forms, Argos; familiarity with student information systems such as Banner, Courseleaf, and Canvas
• Administrative or senior administrative assistant experience, ideally in higher education; prior experience in academic or registrar…