Senior Administrative Assistant

Senior 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!

The Senior Administrative Assistant provides essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow. Responsibilities include maintaining complex calendars, coordinating travel, organizing events, managing financial transactions, and supporting faculty and staff with administrative tasks. The role demands high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

1. Demonstrated experience with surgical scheduling and patient experience. Familiarity with medical terminology. Proven experience and understanding of pre-op, post-op, and surgical workflows.

2. Demonstrated excellence in providing high quality administrative support to organizational leaders, faculty and staff. Demonstrated proficiency in the use of Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.

3. Excellent organizational skills. Ability to manage competing priorities. Ability to identify, analyze and solve problems collaboratively and independently utilizing critical thinking skills.

4. Demonstrated calendar management experience, proficient in managing complex calendars, including scheduling meetings, coordinating across departments/divisions, and anticipating conflicts.

5. Excellent written and verbal communication skills. Demonstrated excellent attendance and punctuality. Professional demeanor and attire.

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.

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.