Senior Administrative Assistant, YSM Faculty Affairs

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Overview

Under the direction of the Associate Director of Yale School of Medicine (YSM) Faculty Affairs, provides high-level administrative and operational support for the Office of Academic & Professional Development - Faculty Affairs. This position requires the ability to exercise independent judgment, manage multiple priorities, and work collaboratively in a fast-paced academic environment. The role supports a broad range of faculty affairs activities and processes across the faculty lifecycle.

Responsibilities include coordinating office operations, managing administrative workflows, supporting faculty-related programs and initiatives, maintaining records and databases, processing financial transactions, coordinating meetings and events, and preparing reports and correspondence. The position regularly handles highly sensitive and confidential information and collaborates with faculty, staff, institutional partners, and external vendors to ensure efficient and effective office operations.

Essential Duties

1. Coordinates and oversees a variety of administrative, operational, and programmatic activities in support of Faculty Affairs. Develops, implements, and maintains office procedures and workflows to promote operational efficiency. Serves as a key resource for faculty and staff regarding policies, procedures, programs, and administrative processes.

2. Supports faculty lifecycle activities, including preparation and processing of appointment, offer, salary, leave, and separation documentation. Assists with related tracking, reporting, and compliance activities.

3. Drafts, formats, proofreads, and edits correspondence, reports, presentations, and other documents. Reviews materials for accuracy, completeness, and compliance with established standards and procedures.

4. Collects, compiles, analyzes, and maintains data from a variety of sources. Prepares reports, summaries, correspondence, and other written materials to support departmental operations and decision-making.

5. Maintains departmental records, databases, contact lists, and administrative systems. Coordinates supply and equipment needs, interacts with vendors, and supports day-to-day operational requirements of the office.

6. Coordinates meetings, workshops, and faculty development activities, including scheduling, logistics, materials preparation, room reservations, and follow-up communication. Determines facility, equipment, and administrative support needs to ensure successful execution of events and meetings.

7. Provides professional assistance to faculty, staff, and visitors by responding to inquiries, directing requests, and facilitating access to appropriate resources and services.

Required Skills and Abilities

1. Demonstrated experience providing high-level administrative and operational support in a complex academic, healthcare, or professional environment. Proven ability to coordinate complex calendars, meetings, and events involving multiple stakeholders, senior leaders, faculty, and institutional partners.

2. Excellent computer skills including proficiency using Microsoft Outlook, Word, Excel, PowerPoint and Teams. Knowledge of Windows and Microsoft Products. Ability to quickly learn and apply new technologies and administrative systems.

3. Demonstrated ability to exercise independent judgment, maintain professionalism, and manage multiple competing priorities in a fast-paced environment. Strong interpersonal and customer service skills, with the ability to build collaborative relationships with faculty, staff and institutional partners.

4. Demonstrated project coordination and organizational skills, including the ability to independently manage administrative workflows, track multiple faculty affairs processes, monitor deadlines, and ensure timely completion of deliverables while maintaining accuracy and compliance.

5. Exceptional attention to detail and organizational skills, with demonstrated experience maintaining confidential records, reviewing documents for accuracy, managing data across multiple systems, and ensuring compliance with established policies and procedures.

Preferred Skills and Abilities

1. Demonstrated experience with systems such as Salesforce, Workday, Interfolio, OnBase, or SciQuest.

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

10/12/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.