Temporary Administrative Assistant

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

The Senior Administrative Assistant 2 provides high-level, complex, and confidential administrative support within a department or division. This role serves as the office lead for administrative support staff, overseeing work processes, schedules, and task delegation. Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, and processing expenses. The assistant acts as the primary point of contact for internal and external inquiries, maintaining confidentiality and professionalism. This role requires strong organizational and communication skills, the ability to manage multiple priorities, and the capability to work independently and as part of a team.

Required Skills and Abilities

1. Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.
2. Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail.
3. Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems.
4. Ability to handle sensitive and confidential information with discretion and professionalism.
5. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.

Preferred Skills and Abilities

1. Experience in leading and overseeing administrative support staff, including task delegation and performance monitoring.
2. Familiarity with higher education or academic settings, including experience with faculty appointments, promotions, and event planning.
3. Advanced proficiency with administrative systems such as Workday, Interfolio, and Yale Message.
4. Experience coordinating international travel and handling complex scheduling arrangements.
5. Bachelor's degree and prior experience providing administrative support in a clinical, academic, or research environment.

Principal Responsibilities

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned. Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Job Posting Date

07/10/2026

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