YCCI Senior Administrative Assistant

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Overview

The Senior Administrative Assistant, reporting to the YCCI Administrative Services Manager, provides essential administrative support across various teams within the Yale Center for Clinical Investigation (YCCI), ensuring smooth operations and efficient workflow. Responsibilities include but are not limited to maintaining complex calendars and administrative support for Center Directors, facilitating the statement of work submission process to generate purchase orders, submitting supplier invoice requests and honoraria payments, administrative support needs for YCCI committees, supporting event needs (such as catering requests, room reservations, technological coordination, day-of support, etc.), assisting with expense reports, and supporting staff with administrative tasks. The role demands superior organizational, communication, and customer service skills to interact effectively with internal and external stakeholders. This role also requires cross coverage amongst the YCCI Administrative Services team. The Assistant must handle sensitive information with discretion and maintain a professional demeanor at all times.

This role requires an in-person presence on campus roughly three days per week to best support YCCI. Flexibility to work remotely will be possible, and weekly on campus presence will be determined based upon operational needs.

Principal Responsibilities

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.

Required Education and Experience

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.

Job Posting Date

11/10/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

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.

Requirements

Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.; Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).; Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling and other administrative support needs.; Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with a variety of groups.; Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Nice to have

Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.; Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.; Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty, providers, and/or research staff.; Financial Management: Proven ability to manage financial transactions, including expense reimbursements.; Adaptability and Initiative: Ability to learn new technologies quickly, openness to learning and feedback, ability to adapt to changing work environments, and take initiative in a highly dynamic setting.