Senior Administrative Assistant, YSM CAU

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Overview

The Senior Administrative Assistant provides high-level administrative support to the Yale School of Medicine (YSM) Central Administrative Units and YSM Finance and Administration IBO as well as providing support to the various YSM Integrated Business Offices (IBOs) at 2 Science Park (2SP). This position will play a vital part in ensuring the efficient operation of the office in a professional, collaborative, and energetic manner. It also requires high-level organizational, communication, and customer service skills to interact effectively with internal and external stakeholders.

Key responsibilities of this position include, but are not limited to:

Administrative and Leadership Support

Manage complex calendars, coordinate meetings, and ensure priorities are addressed while maintaining and updating schedules as needed.

Serve as a liaison with other Yale departments to coordinate and manage the logistics of virtual and in-person meetings, collaborating with Senior Administrative Assistants, Executive Assistants, staff, and University partners.

Process and track leadership expense reports, ensuring compliance with organizational policies.

Draft, review, and distribute correspondence and other documentation or communications.

Book travel, lodging, and accommodations for prospective employees and employees attending conferences and other engagements outside of Yale, as needed.

Assist the Deputy Dean of Finance and Administration’s Senior Administrative Assistant with meetings and events held at 2 Science Park (2SP), as needed.

Human Capital Management (HCM) and Employee Administration

Manage confidential HCM-related tasks in Yale systems, including Workday and the Sponsored Identity system (i.e. managing sponsored identities, accurately assigning roles, and maintaining related records).

Assist with employees onboarding and offboarding in accordance with YSM policies and guidelines.

Maintain the department’s employee directory, ensuring employee information is accurate and up to date.

Maintain department Teams group and email distribution lists to ensure the YSM Finance & Administration IBO, Basic Science and Clinical department finance leadership, and other designated recipients receive appropriate communications.

Office Operations and Facilities Coordination

Serve as the primary point of contact for the YSM Finance & Administration IBO and YSM IBOs located at 2SP for facilities, operational, and administrative concerns, ensuring timely communication and follow-up.

Work directly with internal and external vendors to support daily operations.

Facilitate the ordering, shipping, tracking, and documentation of equipment for remote and on-campus employees using systems such as SciQuest and eShipGlobal.

Maintain accurate equipment inventory and tracking records for department employees and their assigned equipment.

Order, stock, and maintain inventory of supplies for the YSM Finance & Administration IBO, and YSM IBOs located at 2SP.

Oversee the upkeep and organization of shared workplace spaces, including breakrooms, conference rooms, and shared meeting rooms, ensuring these areas remain clean, organized, and ready for use.

Identify issues related to workflows, equipment, and the work environment; recommend improvements and submit facilities or other work orders as needed.

Process incoming and outgoing mail and organize and maintain electronic filing systems.

Document Management, Systems, and Departmental Resources

Regularly review and request updates, as needed, for the YSM Finance & Administration website.

Manage policy and procedure documents within the Finance Chatbot system, ensuring content remains current as documents are revised.

Assist with proofreading and editing YSM Finance & Administration IBO policies, procedures, and guidelines to ensure grammatical accuracy and compliance with current templates before routing documents for approval through the YSM document management system.

Oversee audits of the departmental shared drive and collaborate with the Associate Administrator, YSM CAU to identify and resolve discrepancies.

Event Planning and Coordination

Partner with the Workplace Committee to brainstorm, plan, coordinate, and execute team-building events and activities, including coordinating related logistics.

Lead and oversee the planning, coordination, scheduling, and facilitation of key departmental events in virtual settings (Zoom and Microsoft Teams) and in person.

Coordinate with vendors, facilities, procurement, and risk management, as needed, to support departmental events.

Prepare Qualtrics or Microsoft Forms surveys to collect event-related information and feedback.

Create and distribute promotional materials, including flyers and announcements, for building-wide and departmental events.

Other Duties

Perform additional duties as assigned.

Required Skills and Abilities

1. Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment. Ability to manage conflicting demands, time pressures, and occasional emergencies; perform a variety of routine job tasks; and solve problems as they arise. 2. Excellent verbal and written communication, interpersonal, and conflict resolution skills. Ability to work professionally and effectively with faculty and staff at all levels throughout the organization. Strong organizational skills and attention to detail when managing a wide variety of complex matters. Candidates are strongly encouraged to provide a cover letter. 3. Prior experience in an administrative support role. Demonstrated ability to coordinate meetings and manage calendars, including scheduling meetings using Zoom and Microsoft Teams. 4. Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups. 5. Ability to handle sensitive and confidential information with discretion, exercise sound independent judgment and initiative, and demonstrate proficiency in Microsoft Office applications, including Word, Excel, Outlook, and PowerPoint.

Preferred Skills and Abilities

1. Working knowledge of Workday.

2. Proven experience with Microsoft Teams.

3. Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

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 11/05/2026

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade D

Compensation Grade Profile

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

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

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.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.