Senior Administrative Assistant for Academic Affairs and Student Life, Yale School of Management

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

The Yale School of Management is seeking a Senior Administrative Assistant to provide comprehensive administrative, operational, and programmatic support for Academic Affairs and Student Life (AASL). This position reports to the Associate Director of Academic Affairs and Student Life.

Front Office & Student Services

• Serve as the primary point of contact for students, faculty, staff, alumni, and visitors to the AASL office.

• Respond to inquiries in person, by phone, and via ownership of shared department inbox, providing accurate information or directing individuals to appropriate resources.

• Triage students’ needs, assess urgency, and escalate issues appropriately while maintaining professionalism and discretion.

Dean of Students Support

• Serve as Special Assistant to the Dean of Students, managing calendar scheduling, travel arrangements, and expense processing, while conducting initial intake and triage of student concerns prior to meetings with the Dean to assess urgency, gather relevant context, and coordinate appropriate next steps.

• Compile, organize, and maintain highly confidential documents related to sensitive academic and conduct processes, including the Academic Standards Committee, Honor Committee, Students of Concern and Faculty Review Board.

• Coordinate meeting logistics, correspondence, and documentation for these committees.

Administrative Support and Office Operations

• Provide administrative support to AASL team, including scheduling meetings, preparing materials, tracking communications to the AASL community, and supporting daily office operations.

• Maintain organized electronic and physical records in accordance with University policies.

• Manage office inventory, catering and deliveries, order supplies as needed, and maintain the cleanliness and professionalism of the AASL suite.

• Provide cross-coverage and backup support for team members to ensure continuity of operations.

Events Support

• Provide project and logistical support, including staffing and implementation, for academic programs, the Global Studies Requirement, Orientation, Commencement, Navigating SOM, student-run conferences and other AASL-sponsored events.

• Coordinate room reservations, catering, deliveries, audiovisual needs, material assembly for Orientation, Commencement, and other major events, track student participation, and manage event communications.

• Support interdepartmental coordination related to academic and student life programming.

• Collaborate and support student-led programs, including Navigating SOM and all student conferences, working with the Student Conferences Committee and coordinating with internal stakeholders.

Financial, Expense, and Travel Administration

• Process office reimbursements, expenses, travel arrangements, purchase orders, and payments using University financial systems on behalf of AASL staff, ensuring financial transactions are processed within University deadlines.

• Track receipts, follow up as necessary, and ensure compliance with University policies and procedures.

• Support expense tracking and management of the entire budget for all AASL functions.

Vendor and Contract Coordination

• Serve as the primary AASL contact for vendors supporting major programs such as Orientation, Commencement and AASL’s study break series.

• Maintain records of vendors, contracts, purchase orders, payments, and expenses, ensuring timely and accurate processing.

Compliance, Confidentiality, and Accuracy

• Handle student records and confidential or sensitive information with discretion and in compliance with FERPA and University policies.

• Demonstrate consistent attention to detail and accuracy in all administrative responsibilities.

Additional Responsibilities

• Complete time-sensitive and long-term projects as assigned.

• Contribute to continuous and proactive improvement of administrative processes and office practices.

Required Skills and Abilities

1. Technical Proficiency: Excellent computer skills, including proficiency with Windows and Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet navigation.
2. Communication and Customer Service: Strong written and verbal communication skills; ability to interact professionally with students, faculty, staff, and external partners; demonstrated customer service orientation and cultural fluency in a diverse academic environment.
3. Organization and Judgment: Excellent attention to detail and accuracy; ability to manage interruptions and competing priorities; strong organizational skills with the ability to prioritize, meet deadlines, and exercise sound independent judgment.
4. Reliability and Work Commitment: Proven reliability, punctuality, and consistent attendance; ability to work on-site five days per week and adjust schedule or work occasional overtime, which may include nights and weekends, to meet program needs.
5. Teamwork and Confidentiality: Ability to work effectively as part of a collaborative team; demonstrated discretion in handling confidential and sensitive information. Ability to lift and move up to 30 pounds for event setup and program support.

Preferred Skills and Abilities

1. Bachelor’s degree.
2. Global orientation; experience working across countries and regions.
3. Fluency in more than one language.
4. Student Affairs experience in university setting.
5. Knowledge or experience working with Yale University systems, including Yale Connect, EMS, and Workday.

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

09/16/2026

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

On-site

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.