Yale University · 2 months ago
Senior Administrative Assistant, Facilities
Winchester Ave, 344
Full-time
Onsite
Senior Level
$31.05/hr - $31.05/hr
6+ years expYale University is a prestigious institution dedicated to contributing to a better tomorrow. They are seeking a Senior Administrative Assistant to provide essential administrative support across various departments, ensuring smooth operations by managing calendars, coordinating travel, and supporting faculty and staff with administrative tasks.
AssociationBusiness DevelopmentEducationMedicalSocial Entrepreneurship
Responsibilities
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
Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements
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
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
Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail
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
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
Qualification
Required
Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment
Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook)
Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation
Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups
Ability to handle sensitive information with discretion and exercise sound independent judgment
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
Preferred
Familiarity with systems such as Workday, AssetWorks, Epic, and other administrative or financial software
Experience in organizing and coordinating events, including logistics, catering, and travel arrangements
Prior experience working in a fast-paced environment supporting Facilities Operations in multiple and varied locations throughout campus
Proven ability to manage financial transactions, including expense reimbursements and budgeting
Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting
Company
Yale University
Yale University is a research and education institution that prioritizes its students.
10001+ employees
H1B Sponsorship
Yale University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (355)
2024 (449)
2023 (214)
2022 (208)
2021 (190)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$42.86MKey Investors
Bezos Earth FundAlfred P. Sloan FoundationHyundai Hope On Wheels
2025-10-23Grant
2025-05-21Grant· $0.05M
2023-01-01Grant· $1.27M
Leadership Team
Geoffrey Chatas
Senior Vice President for Operations
Jack Callahan
Senior Vice President for Operations
Recent News
2025-12-10
Company data provided by crunchbase