Senior Administrative Assistant

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Overview

Reporting to the Research Program Manager in support of the Chair in the department of Psychiatry, the Senior Administrative Assistant will be responsible for providing high quality administrative and operational support, ensuring efficient coordination of schedules, communications, meetings, and departmental activities.

Key responsibilities include:

• Manage and prioritize the Chair’s complex calendar, coordinating internal and external meetings with stakeholders, vendors, and partner organizations.

• Serve as the primary point of contact for departmental communications, including monitoring voicemail and fax correspondence, researching inquiries, and ensuring timely responses.

• Collaborate with the Program Manager to coordinate group meetings and departmental initiatives.

• Assist in planning and executing special events, including the annual Psychiatry Welcome Picnic and other departmental functions.

• Arrange domestic and international travel as needed, including itineraries and logistics.

• Prepare, organize, and submit expense reports on behalf of the Department Chair.

• Provide administrative support for high-level meetings, leadership initiatives, and search committees as requested.

• Maintain organization and cleanliness of shared and public areas within the Psychiatry Suite.

• Oversee scheduling and usage of the Chair’s conference room calendar via Outlook

Required Skills and Abilities

1. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation. Proven experience with scheduling of meetings and coordination within complex calendars.

2. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).

3. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.

4. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.

5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

1. Advanced Technology Skills: Familiarity with systems such as Workday, Concur, Docusign

2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.

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

06/24/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

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.