Administrative Assistant

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Position Focus:

In a very busy, service-oriented work environment, functions as part of a team with the Head of College, the Dean, the Assistant Director of Operations, the Sr. Administrative Assistants, Service Assistant and other appropriate university departments to facilitate the smooth running of residential college activities. Reporting to the Head of College and with limited supervision and guidance from the Assistant Director of Operations, oversees Head of College systems and activities, coordinates and oversees the work of student aides in the Head of College office, serves as point of contact for students, fellows, resident fellows, and residential college visitors with regard to policies and space; provides financial support functions, and provides high level administrative support to the Head of College.

Skills & Abilities:

Required Skill/Ability 1:

Demonstrated success in interpersonal relationships in a busy, service-oriented environment. Strong administrative and organizational skills. Ability to make independent judgments and to work semi-autonomously without close supervision.

Required Skill/Ability 2:

Professional demeanor, superior written and communication skills. Writing samples will be requested at the time of interview.

Required Skill/Ability 3:

Ability to utilize PC equipment and with Microsoft Windows. Proficiency with Word, Excel, PowerPoint, and Outlook scheduling.

Required Skill/Ability 4:

Proven ability to multitask. Ability to engage in several tasks at the same time and to tolerate frequent interruptions in any one task and still execute within a specific time frame. Proven ability to work in a team environment as well as independently.

Required Skill/Ability 5:

Ability to understand university policies and procedures. Ability to work with Yale’s financial system, reconciliation of university statements and personal checkbook reconciliation.

Required Skill/Ability 6:

Appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.).

Overview

In a busy, service-oriented environment, the Sr. Administrative Assistant 2 supports the academic and social programs of the residential college. The role involves working as part of a team with the Head of College, Dean, Operations Manager, and other university departments to ensure the smooth running of college activities. Reporting to the Head of College, the assistant oversees Head of College systems and activities, coordinates the work of student aides, and serves as the primary contact for students, fellows, resident fellows, and visitors regarding policies and space. Additionally, the assistant provides high-level administrative and financial support, including the management of college events and projects.

Required Skills and Abilities

1. Demonstrated success in interpersonal relationships in a busy, service-oriented environment. Strong administrative and organizational skills, with the ability to make independent judgments and work semi-autonomously.
2. Professional demeanor with superior written and communication skills. Proficient with Microsoft Windows, Word, Excel, PowerPoint, and Outlook scheduling.
3. Proven ability to multitask and handle several tasks simultaneously, tolerating frequent interruptions while executing tasks within a specific timeframe. Ability to work effectively both independently and as part of a team.
4. Knowledge of university policies and procedures, and ability to work with Yale's financial system, including reconciliation of university statements.
5. Appreciation and respect for principles of diversity, equity, and inclusion, with the ability to engage with diverse individuals.

Preferred Skills and Abilities

1. Proficiency using Workday, StarRez, Student Grants Database, Sciquest, Yale Student Employment System, and Yale Message.
2. Previous experience overseeing and coordinating the work of others, with proven interaction with undergraduate students, faculty, and staff at various levels.
3. Previous financial experience working with reconciliations and managing financial transactions.
4. Familiarity with EMS, Banner, START, and InDesign.
5. Experience in an academic environment, supporting college activities and events.

Principal Responsibilities

1.  Oversees and coordinates administrative, program and office activities for the college Head of College.   2.  Establishes, selects, implements and coordinates office procedures and systems.  3.  Maintains college checkbook and monitors college accounts, disburse funds and performs all financial support functions for the Head of College.  4.  Coordinates college functions and events, such as Commencement, Head of College’s Tea, Freshman and Senior Dinners and the opening and closing of the college each academic year. Works with the Head of College and Service Assistant on planning and execution of all functions in the Head of College’s House.  5.  Advises students and Fellows on University and college policies and procedures.   6.  Supports Fellows Programs by handling administrative duties including mailings, updating and maintaining contact lists and distributing letters of appointment.  7.  Provides support and guidance to students to ensure that materials in weekly college publications are appropriate. Updates and maintains Facebook information and photos.  8.  Oversees, develops and coordinates the work assignments of bursary students.  9.  Assumes responsibility for correspondence and provide general clerical support for Head of College, including ordering of supplies and services.  10. Schedules and oversees use of college facilities.  11. Issues, records and collects keys to student rooms and other college facilities.  12. Coordinates with various University departments on the scheduling of repairs and renovations.  13. Communicates with students, parents and alumni by mail, phone and in person. Answers basic and specialized questions, resolve problems, provide advice, etc.  14. Works cooperatively with the Dean’s Office to improve the residential, academic and social life of the college community.  15. Together with the Dean’s office, coordinates coverage for the college.  16. Performs other duties related to the smooth operation of the college. Required Education and Experience Eight years of related 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 experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of experience and education.

Job Posting Date

08/14/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Time Type

Full time

Duration Type

Temporary / Casual (Fixed Term)

Work Model

On-site

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

This role is a healthcare worker position. Healthcare workers (HCW) are defined as university employees working a healthcare setting who have the potential for direct or indirect exposure to patients, human research subjects or infectious materials including body substance, contaminated medical supplies, devices and equipment, surfaces, or air.  HCW have specific health requirements that must be met prior to starting work, including MMR vaccine or immunity, varicella (chickenpox) vaccine or immunity, TB screening, COVID vaccine according to University policy, hepatitis B vaccine or immunity, and annual flu vaccination.

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.