Senior Administrative Assistant

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Hourly Range

$31.83

Overview
The primary responsibility of this position is to provide high level administrative, transactional and operational support in the specialty area of Staff Administration. This role is essential to ensuring efficient day-to-day operations and accurate processing of staff-related transactions for the staff administration function across three departments: Child Study Center, Pediatrics and Psychiatry. This position reports to the Manager of Staff Administration and handles sensitive and confidential information and requires frequent interaction with staff, managers, faculty and the functional areas within the IBO. The incumbent handles sensitive and confidential information and must exercise discretion, professionalism and sound judgment at all times.

Staffing:  Enters and manages job requisitions in Workday. Prepares and distributes onboarding welcome packets for new hires and transfers. Coordinates offboarding processes by providing checklists to managers and employees. Keeps documents related to onboarding and offboarding updated. Handles Yale student hiring through the Student Employment Office.

Workday: Process all staff-related Workday transactions, including but not limited to FTE changes, extra compensation, terminations/retirements. Generates, maintains, and distributes reports staff-related reports.  Collects, maintains, and submits required supporting documentation to approvers within Workday, ensuring accurate recordkeeping and compliance. 

Staff Administration Support: Assists with payroll-related functions by identifying discrepancies and submitting payroll adjustment forms.  Responds to routine inquiries regarding standard policies and hiring processes, escalating complex issues to appropriate leadership (manager, assoc. director, HRBP) when necessary.  Support Staff Administration projects, events, and initiatives within the IBO. 

Additional duties: Provide general administrative support and perform other related duties and projects as assigned.

Required Skills and Abilities
1. Proven proficiency in an administrative support role.

2.Excellent verbal and written communication skills with strong interpersonal abilities. Demonstrated ability to manage sensitive and confidential information with discretion, professionalism, and diplomacy. Strong customer service orientation and demonstrated ability to interact professionally with all levels.
3. Strong organizational skills with a high-level of attention to detail. Proven ability to multitask, meet deadlines, and follow through on communications and tasks. Demonstrated ability to effectively work independently and as part of a team, showing initiative while seeking guidance when appropriate.
4. Demonstrated ability to learn and adapt to new software systems, tools, and tasks. Demonstrated proficiency in Microsoft Office applications, including Outlook for email and calendaring. Experience and proficiency using Zoom and/or Teams or other similar tools.
5. Ability to perform accurate calculations for overpayments, underpayments, compensation adjustments and other HR-related transactions and calculations.
6. Highly motivated, creative and flexible with a positive, can-do attitude. Team player willing to assist without hesitation and demonstrated ability to take initiative and anticipate needs and act.

Preferred Skills and Abilities

Experience in Workday HCM processes. Experience with SharePoint.

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.

Required License(s) or Certification(s)

Required License(s) or Certification(s):

Physical Requirements

Physical Requirements:

Job Posting Date

02/06/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

50 Division Street, New Haven, Connecticut

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.