Faculty & Academic Affairs Assistant

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Overview

The Senior Administrative Assistant provides comprehensive administrative support to academic departments, faculty, staff, and students. This role is responsible for a wide range of functions, including general office administration, faculty onboarding, event coordination, travel planning, and financial transaction processing. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event, the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

 Required Skills and Abilities

1. Proven administrative support skills, including complex calendaring, travel coordination, and financial transactions. Excellent computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint) and the ability to adapt to new software systems.

2. Strong organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks with competing deadlines. Demonstrated ability to work independently and as part of a team.

3. Excellent verbal and written communication skills, with a proven ability to interact professionally with diverse stakeholders, including faculty, staff, and external contacts.

4. Highly developed customer service skills, with the ability to represent the department and university professionally. Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

5. Ability to problem-solve, take initiative, and follow through on tasks, even in the face of conflicting demands. Excellent attendance and punctuality records.

Preferred Skills and Abilities

1. Prior experience in a research or academic environment, including coordinating travel, meetings, and conferences.

2. Bachelor's degree in a related field, such as Business Administration or Finance, or equivalent work experience.

3. Familiarity with university policies and procedures, particularly in managing restricted funds such as endowments, gifts, and sponsored awards.

4. Experience working with databases, file-sharing software, and multiple computer platforms.

5. Knowledge of Workday or similar financial management systems.

Principal Responsibilities

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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.