Senior Administrative Assistant - Faculty Affairs

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!

Overview

Reporting to the Manager of Faculty and Staff Affairs in the Surgical IBO, this senior administrative assistant position will provide comprehensive administrative support for the faculty and academic appointee lifecycle, including recruitment, onboarding, appointments, reappointments, promotions, reviews, and other faculty-related processes.

This position serves as a key operational partner in managing day-to-day faculty affairs activities and ensuring a high level of service and support for incoming and current faculty members. The position is responsible for maintaining organized workflows, tracking deadlines and required documentation, assisting with academic and onboarding processes (including credentialing and visa processes with OISS as needed), and supporting the overall administrative functions related to faculty and academic affairs within the department of Surgery. The role requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic environment. May perform other administrative duties as needed and assigned by the Manager of Faculty and Staff Affairs.

Required Skills and Abilities

1. Demonstrated ability in an administrative position supporting faculty affairs (appointments, promotions and/or credentialing).

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 organization and prioritization of work. Excellent time management skills and demonstrated ability to follow up and provide updates. 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. Open to feedback and willingness to step in where needed.

5. Proven proficiency in Microsoft Outlook, Word, Excel, and PowerPoint. Demonstrated ability and willingness to learn new systems, processes, and technology.

Preferred Skills and Abilities

1. Familiarity with systems such as Workday, Interfolio, Salesforce, MyOISS.

2. Proven experience working in an academic or medical environment, supporting faculty or research staff.

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

Job Category

Bargaining Unit

Compensation Grade

Compensation Grade Profile

Hourly Range

Benefits

Yale Benefits

Time Type

Duration Type

Work Model

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.

Yale Candidates With Layoff Status Career Home

Please refer to your Layoff Information Packet / guidance provided by your HR Partner for additional information to help you in your job search.

You can also contact the Employee Service Center if you need additional assistance.

If you are not a candidate with Yale Layoff Status

Please do not apply via this portal.

Visit https://careers.yale.edu/ to explore opportunities at Yale!