Senior Administrative Assistant

Yale University New Haven , CT 06501

Posted 2 weeks ago

Essential Duties

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.

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. Please visit for additional information on the background check requirements and process.

Position Focus:

The Yale Center for Natural Carbon Capture is a new university initiative focused on developing collaborative and innovative solutions to mitigate the negative effects of greenhouse gas emissions on Earth's climate. This position provides high-level administrative/faculty support to the Center Directors, including active calendar management, travel coordination, coordinating logistics for high level events like conferences/symposia and meetings with external and internal partners, course and research support, executing processes and coordinating materials related to faculty searches and other programs, website updates, and preparation and processing of financial documents, transactions, and entries such as purchase requisitions, check requests, expense reports, and invoices.

Reporting to the Managing Director, responsible for daily administrative operations of the Center. Provides administrative support to faculty directors and staff leadership as needed.

Preferred Education, Experience and Skills:

Experience with faculty search processes and visits; conference and event planning skills; comfort working directly with faculty, students, and scholars. Experience with Interfolio. Candidates who provide a cover letter will be given priority consideration.

Posting Disclaimer

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance.

Questions regarding Title IX may be referred to the University's Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email:

icon no score

See how you match
to the job

Find your dream job anywhere
with the LiveCareer app.
Mobile App Icon
Download the
LiveCareer app and find
your dream job anywhere
App Store Icon Google Play Icon

Boost your job search productivity with our
free Chrome Extension!

lc_apply_tool GET EXTENSION

Similar Jobs

Want to see jobs matched to your resume? Upload One Now! Remove
Senior Administrative Assistant

Yale-New Haven Health

Posted 2 months ago

VIEW JOBS 12/4/2021 12:00:00 AM 2022-03-04T00:00 Overview To be part of our organization, every employee should understand and share in the YNHHS Vision, support our Mission, and live our Values. These values - integrity, patient-centered, respect, accountability, and compassion - must guide what we do, as individuals and professionals, every day. This role provides administrative support to one or more individuals, one of whom is at the Vice President level. Works independently and efficiently to provide broad-scale, complex administrative and executive support for Vice President and the department. EEO/AA/Disability/Veteran Responsibilities 1. Responsibilities include, but are not limited to, phone coverage, travel arrangements, compiling and maintaining confidential data and departmental record-keeping and filing systems. 2. Proactively reviews the Executive's daily calendar, provides necessary materials and develops agendas as appropriate. Discusses and resolves calendar conflicts to assure an appropriate and efficient work schedule. 3. Responsible for preparation of correspondence (to include written and electronic) and necessary documents for action, mailing or distribution as required to both internal/external constituencies. 4. Develops relationships and serves as liaison between Executive and members from other Delivery Networks, Sr. Management team and the community. 5. Additional clerical functions covering a wide range of departmental operations. 6. Acts promptly to address concerns and triages requests and problems through the appropriate channels. 7. Assists in the coordination and implementation of special events, meetings and training. 8. 50% of time spent in relation to ownership of ongoing projects supporting the department and special projects as assigned. Qualifications EDUCATION High school diploma or GED required. Associates degree and/or some business course work at the college or technical level preferred. EXPERIENCE At least 5-7 years experience functioning in an administrative support role or a combination of experience and Bachelors' degree. SPECIAL SKILLS Excellent computer skills including Microsoft Office suite (especially Word, Excel, and PowerPoint), and well versed in Internet research and navigation. Exceptional customer service skills High level communication and interpersonal skills Ability to draft, and distribute high level communications to the department, delivery network, health system, and external entities. Additional Information YNHHS Requisition ID 38506 Yale-New Haven Health New Haven CT

Senior Administrative Assistant

Yale University