Senior Administrative Assistant

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Overview

Reporting to the Statistics & Data Science Operations Manager, provides administrative support to faculty, staff, students, and visitors. Executes special projects and routine activities in support of the department business office. Provides support in several areas including but not limited to: general department business and administrative transactions; event and seminar planning and execution including travel arrangements; department communications. Serves as primary contact to advise faculty, students, and visitors on Yale’s policies and procedures, directing them to the appropriate office for assistance and regarding department activities. Solves standard and non-standard problems while working independently and as part of a team. Apprises supervisor of work-related issues, applies knowledge to ambiguous situations, identifies and researches unclear transactions, provides suggestions to resolve issues, executes decisions of Department Chair, Lead Administrator, and Operations Manager and provides feedback and best practices to department. Represents the department and University professionally. Resourceful team player with well-developed interpersonal skills, including the ability to interact with faculty, staff, and outside parties. Ability to manage sensitive information in a professional manner.

The Senior Administrative Assistant provides high-level administrative support to academic departments, faculty, staff, and students. This role involves managing various tasks, including general administrative duties, pre-award grant support, event coordination, travel arrangements, and financial transactions. The position requires strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment, ensuring the smooth operation of academic services.

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.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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.

Job Posting Date

10/07/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Note

Yale University is a tobacco-free campus.

Responsibilities

Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures.; Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests. Creates and distributes Departmental schedules, documents, and reports. Processes and supports faculty appointments.; Oversees and monitors Department budgets. Participates in budget preparation and quarterly monitoring. Processes financial paperwork. Coordinates with faculty use of student work-study hours, authorizes work-study timecards.; Provides organizational and logistical support for Departmental admissions process. Serves as liaison to the Registrar/Admissions Office. Trains students assigned to support Department specific admissions activities.; Organizes, coordinates, and implements Department specific events.; Oversees and maintains Department databases and mailing lists.; Oversees and maintains Department collections and bequests.; Other duties as assigned by Chairs of Departments.

Requirements

Proven administrative support skills, including complex calendaring, travel coordination, and financial transactions. Excellent computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint) and the ability to adapt to new software systems.; Strong organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks with competing deadlines. Demonstrated ability to work independently and as part of a team.; Excellent verbal and written communication skills, with a proven ability to interact professionally with diverse stakeholders, including faculty, staff, and external contacts.; Highly developed customer service skills, with the ability to represent the department and university professionally. Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.; Ability to problem-solve, take initiative, and follow through on tasks, even in the face of conflicting demands. Excellent attendance and punctuality records.

Nice to have

Prior experience in a research or academic environment, including coordinating travel, meetings, and conferences.; Bachelor's degree in a related field, such as Business Administration or Finance, or equivalent work experience.; Familiarity with university policies and procedures, particularly in managing restricted funds such as endowments, gifts, and sponsored awards.; Experience working with databases, file-sharing software, and multiple computer platforms.; Knowledge of Workday or similar financial management systems.