Senior Administrative Assistant

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Overview

Reporting to the Director, Finance and Administration for Molecular Biophysics and Biochemistry (MB&B), the Senior Administrative Assistant provides advanced administrative leadership and comprehensive support to a large, complex dry research laboratory. The size and activity level of the lab generates a high volume of academic, financial, operational, scheduling, and communications needs. This position requires initiative, strong judgment, discretion, and the ability to manage multiple priorities and deadlines efficiently.

The Senior Administrative Assistant serves as the primary administrative coordinator for the laboratory, independently organizing and prioritizing day-to-day administrative needs for the faculty member and research group. The position anticipates needs, establishes effective administrative workflows, coordinates competing priorities, and ensures timely follow-through across a wide range of activities. The role serves as a central point of coordination among the faculty member, lab personnel, departmental administrative teams, and other University offices.

Essential Duties

• Manage complex calendars, scheduling, meeting logistics, and related communications; coordinate competing priorities and ensure timely follow-through.
• Coordinate domestic and international travel arrangements and itineraries; support trip-related planning and logistics.
• Oversee and process expense reimbursements and P-Card activity; track, reconcile, and ensure compliance with University policies and timelines.
• Coordinate purchasing and other laboratory administrative needs in collaboration with departmental partners and the Business Operations Team.
• Support recruitment and onboarding activities for lab members, including coordination for research scientists, graduate students, student affiliates, visitors, and external collaborators, as applicable.
• Maintain faculty CVs, bio sketches, and related professional/academic materials; coordinate updates and deadlines.
• Maintain and update laboratory website content and other lab-facing communications as assigned.
• Draft, manage, and route complex or sensitive correspondence; support administrative projects requiring discretion and independent judgment.
• Develop and maintain systems to track requests, deadlines, commitments, communications, and follow-up to ensure lab operations remain organized as priorities evolve.
• Identify issues requiring escalation and work with departmental leadership and the Business Operations Team to resolve matters involving University policies, financial processes, academic appointments, and related administrative requirements.

Work Week / Hybrid Schedule

Current schedule is hybrid: 4 days on campus and 1 remote day per week. Additional on-site days may be required based on operational needs. If the University/department transitions to five days on campus—temporarily or permanently—the hybrid schedule may be suspended or modified at management discretion.

Required Skills and Abilities

• Demonstrated initiative, problem-solving ability, and independent judgment; strong time management skills and ability to work efficiently in a high-volume environment; excellent interpersonal skills with diverse populations (students, visitors—domestic and international—faculty, and staff).
• Excellent organizational, written, and verbal communication skills; strong attention to detail, thoroughness, and follow-through; professional demeanor and strong work ethic.
• Demonstrated ability to multitask with demanding time constraints; ability to work effectively under pressure; strong follow-up skills; flexibility and ability to manage change with short notice; demonstrated ability to learn new systems, processes, and software.
• Proven ability to work independently and as part of an integrated team in a fast-paced environment; demonstrated proficiency providing administrative support in a professional organization; ability to lead/coordinate work of others while maintaining discretion and professionalism.
• Demonstrated history of reliability, punctuality, and excellent attendance; proven resourcefulness and ability to work without continuous direction.

Preferred Skills and Abilities

• Prior experience in higher education supporting faculty and students.
• Experience coordinating travel, expense management, and professional correspondence.
• Experience maintaining website content.

Principal Responsibilities

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned. Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Job Posting Date

10/29/2026

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.