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Sr Admin Assistant
Yale University in New Haven, Connecticut
Date Posted 03/07/2022
Admin-Other Administrative Positions
Employment Type FullTime
Application Deadline Open until filled


MB and B - FAS Admin


University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

333 Cedar Street
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Research Res Support

Total # of hours to be worked:


Position Focus:

The department of Molecular Biophysics and Biochemistry is a fast-paced academic department dedicated to understanding life processes in terms of organic and physical chemistry. The Faculty Support Assistant provides support in the form of high-level administrative and customer service to multiple faculty members in support of their demanding academic, scientific research, and administrative activities. With little to no supervision or guidance, the Admin will be responsible for: extensive calendaring; arranging multi-leg/multi-country travel; grant application support; coordinating research faculty, postdoctoral, and postgraduate recruitment, appointment/reappointment and visa paperwork; coordinating scholar visits including the organization of meetings and lunches with faculty/lab staff, reimbursements and other related events; act as a liaison for the Business Office, providing communication and support for day-to-day activities for the faculty members and their lab groups; ordering/maintaining equipment and supplies within the labs in conjunction with lab members; creating and processing detailed expense reports. Other duties may include supporting the department Chair's Assistant with additional tasks, special projects, or assigned responsibilities as requested.

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.

Required Skill/Ability 1:

Demonstrated, high-level administrative support skills including managing multiple personal calendars and coordinating complex domestic/international travel. Proven record of resourcefulness with the ability to work independently, without continuous direction, and to identify and utilize available resources to complete tasks thoroughly and efficiently.

Required Skill/Ability 2:

Well-developed problem-solving, organizational, and interpersonal skills with the proven ability to exercise good judgment, prioritize and manage competing deadlines in a fast-moving, deadline-driven department. Record of being a self-starter. Demonstrated attention to detail with strong written and verbal communication skills and the ability to work with others.

Required Skill/Ability 3:

Demonstrated intermediate proficiency with MS Outlook, Excel, and Word and to work with and learn various types of computer software programs. Technologically savvy with a well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies, and procedures.

Required Skill/Ability 4:

Ability to coordinate postdoctoral/postgraduate and research faculty recruitment, academic appointment, and visa processes proactively and independently. Ability to process expense reports and reimbursements in accordance with University policy.

Required Skill/Ability 5:

Excellent attendance, punctuality, and reliability as attested by references. Ability to travel between the Medical School and Central Campus.

Preferred Education, Experience and Skills:

Previous experience working in an academic environment; Demonstrated faculty support skills; Familiarity with Workday. Experience using Apple products. Advanced proficiency with MS Office.

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.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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 TitleIX@yale.edu, 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: ocr.boston@ed.gov.


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