Senior Administrative Assistant, Faculty Support and Academic Appointments

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Reporting to the Faculty Support and Academic Supervisor of the departments of Molecular Biophysics & Biochemistry (MBB) and Molecular, Cellular & Developmental Biology (MCDB), the Senior Administrative Assistant, Faculty Support and Academic Appointments provides high-level administrative support to faculty in MBB and MCDB and their laboratory staff. This position supports multiple faculty and lab groups and requires professionalism, discretion, accuracy, and the ability to work independently within established policies and procedures.

The Senior Administrative Assistant provides comprehensive administrative support, including scheduling meetings and appointments, maintaining complex calendars, coordinating domestic and international travel, processing expense reports and reimbursements, reconciling Yale credit card (P-Card) transactions, procuring supplies, and responding to faculty and laboratory needs. The position coordinates recruitment logistics for prospective lab staff, including candidate scheduling and site visits. The Senior Administrative Assistant also maintains faculty biosketches and curriculum vitae (CVs) and performs additional administrative functions incidental to office operations.

The Senior Administrative Assistant may also support departmental Tracks, events and academic activities, including organizing seminars, arranging travel and lodging for guest speakers, reserving space, coordinating media services, and arranging catering. The role works closely with the Business Operations Team to complete financial transactions and may assist with special projects or other assigned responsibilities. As a member of the faculty support team, the position provides backup coverage for other administrative staff as needed.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event, the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

• Demonstrated advanced administrative and organizational skills supporting multiple stakeholders in a complex operational environment.
• Strong knowledge of, or ability to quickly learn, academic appointment processes, policies, and procedures including immigration policies and procedures.
• Experience with financial and administrative transactions, including expense reporting, credit card reconciliation, procurement, and travel coordination.
• Excellent written and verbal communication skills with a strong commitment to customer service, professionalism, and discretion.
• Ability to manage competing priorities, meet deadlines, exercise sound judgment, and work both independently and collaboratively.

• Serves as the principal source of information regarding policies and procedures related to faculty appointments.
  2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.
  3. Inputs data into databases and runs reports…