Senior Administrative Assistant - Faculty Affairs

Title: Senior Administrative Assistant - Faculty Affairs

Location: Science Park Bldg 02

Job Description:

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Hourly Range

$31.05

Overview

The primary responsibility of this position is to provide a high level of administrative support for all aspects of Faculty and Postdoctoral Affairs to include recruitment, appointments & promotions, coordinating faculty and scholar onboarding, maintaining departmental files to ensure appropriate documentation is provided and all requirements are met, and serve as the main source of information for regulations and requirements related to visa processing. This involves the overall ownership of each of these faculty affairs processes for the Department. This position handles highly sensitive and confidential information and matters requiring ongoing interaction with the faculty, Chair, Deputy Dean, and various other high-level University officials. In addition, the incumbent will participate and lead key strategic initiatives to implement new processes and systems to streamline operations, eliminate duplications, and improve efficiencies in these areas. May perform other duties as assigned by manager.
Required Skills and Abilities
1. Demonstrated ability in an administrative position. Demonstrated ability supporting Faculty affairs: recruitment, promotions, appointments etc. Demonstrated excellent attendance records and reliability.
2. Excellent written and verbal communication skills. Strong interpersonal skills and comfort working with both internal and external stakeholders, creating collaborative relationships. Ability to represent the Department in a professional and positive manner both inside and outside of the University.
3. Demonstrated excellence in organizational, prioritization of work and duties. Excellent time management skills and demonstrated ability to follow up and provide updates. Acute attention to detail. Well-developed multi-tasking skills with the ability to handle multiple projects with conflicting deadlines with a high degree of accuracy.
4. Ability to troubleshoot various matters and meet deadlines with a calm and professional demeanor. Ability to handle sensitive and confidential subject matter with discretion. Proven track record of being a self-starter, self-initiated, and self-motivated in a fast-paced environment with competing priorities. Open to feedback and willingness to step in where needed.
5. Proven proficiency in Microsoft Outlook, Word and Excel. Demonstrated ability and willingness to learn new systems, processes, and technology. Willingness to find ways to streamline and make efficiencies to processes.
Preferred Education, Experience and Skills
1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, STARS recruiting systems, Interfolio, Salesforce, and SharePoint.

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

12/02/2025

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

50 Division Street, New Haven, Connecticut

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 basedon 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 throughtheir 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.