Senior Administrative Assistant, YSM Faculty Affairs

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$31.83

138397WD

Under the direction of the Associate Director of the Yale School of Medicine (YSM) Faculty Affairs, provides high-level administrative and operational support for the Office of Academic & Professional Development - Faculty Affairs. This position requires the ability to exercise independent judgment, manage multiple priorities, and work collaboratively in a fast-paced academic environment. The role supports a broad range of faculty affairs activities and processes across the faculty lifecycle.

Responsibilities include coordinating office operations, managing administrative workflows, supporting faculty-related programs and initiatives, maintaining records and databases, processing financial transactions, coordinating meetings and events, and preparing reports and correspondence. The position regularly handles highly sensitive and confidential information and collaborates with faculty, staff, institutional partners, and external vendors to ensure efficient and effective office operations.

• 1. Coordinates and oversees a variety of administrative, operational, and programmatic activities in support of Faculty Affairs. Develops, implements, and maintains office procedures and workflows to promote operational efficiency. Serves as a key resource for faculty and staff regarding policies, procedures, programs, and administrative processes.
• 2. Supports faculty lifecycle activities, including preparation and processing of appointment, offer, salary, leave, and separation documentation. Assists with related tracking, reporting, and compliance activities.
• 3. Drafts, formats, proofreads, and edits correspondence, reports, presentations, and other documents. Reviews materials for accuracy, completeness, and compliance with established standards and procedures.
• 4. Collects, compiles, analyzes, and maintains data from a variety of sources. Prepares reports, summaries, correspondence, and other written materials to support departmental operations and decision-making.
• 5. Maintains departmental records, databases, contact lists, and administrative systems. Coordinates supply and equipment needs, interacts with vendors, and supports day-to-day operational requirements of the office.
• 6. Coordinates meetings, workshops, and faculty development activities, including scheduling, logistics, materials preparation, room reservations, and follow-up communication. Determines facility, equipment, and administrative support needs to ensure successful execution of events and meetings.
• 7. Provides professional assistance to faculty, staff, and visitors by responding to inquiries, directing requests, and facilitating access to appropriate resources and services.

• 1. Demonstrated experience providing high-level administrative and operational support in a complex academic, healthcare, or professional environment. Proven ability to coordinate complex calendars, meetings, and events involving multiple stakeholders, senior leaders, faculty, and institutional partners.
• 2. Excellent computer skills including proficiency using Microsoft Outlook, Word, Excel, PowerPoint and Teams. Knowledge of Windows and Microsoft Products. Ability to quickly learn and apply new technologies and administrative systems.
• 3. Demonstrated ability to exercise independent judgment, maintain professionalism, and…