Senior Administrative Assistant

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

This position reports directly to the Administrative Supervisor for the section of Pediatric Neonatology. The primary responsibility of the position is to assist in managing the day-to-day office operations of the section while providing administrative support to faculty, attendings, advanced practice providers, fellows and research staff. This position will work cooperatively with other member(s) of the administrative staff within a growing, dynamic section while assisting in the completion of tasks and projects and the improvement of work processes. This position will personally provide administrative assistance to faculty and staff by: supporting faculty members in the performance of their duties; managing calendars and schedules; identifying and solving problems, working with clinic templates; coordinating meetings and conferences; faculty recruitment; preparing correspondence; maintaining Q-Genda on call schedule; coordinating with other sections and departments on behalf of the faculty; ordering materials; managing travel; managing licenses and certifications; expense processing and effectively dealing with other tasks and/or issues as they arise. This position handles highly sensitive and confidential information, and it requires regular interaction with personnel from other sections, departments and agencies. Assist the Senior Administrative staff with coordinating lectures, conferences and symposia. Assembles and arranges for necessary items. Greets visitors. Assesses nature of business. Responds to requests for information and provides assistance, timely. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Coordinates travel arrangements. Orders and maintains inventory of supplies. Performs additional functions incidental to office activities. Handles triaging faxes to providers for orders to be signed and importing documents into patient medical records.

Required Skills and Abilities

1. Demonstrated experience in providing high-quality administrative support to organizational leaders. Strong problem solving and organizational skills. Ability to prioritize and organize a large workload.
2. Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel, SharePoint and PowerPoint. Ability and willingness to learn and use new programs and systems as required.
3. Demonstrated excellence while working in a team-oriented environment. Strong interpersonal, communication and negotiation skills, to be verified by references. Capacity and desire to learn new skills and able to work in a fast-paced environment.
4. Ability and desire to assist in managing the day-to-day office activities on behalf of the Medical Directors and faculty. High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously and strong personal initiative, to be verified by references.
5. Proven experience with handling multiple schedules, calendars utilizing multiple calendaring systems, and collaborating with external stakeholders. Ability to follow detailed instructions for various tasks.

Preferred Skills and Abilities

1. Proven experience in providing administrative support within a medical school setting and the use and knowledge of EPIC and Q-Genda is strongly preferred.

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

09/24/2026

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.