Yale University · 1 day ago
Senior Administrative Assistant
New Haven, CT
Full-time
Hybrid
Senior Level
$31.05/hr - $31.05/hr
6+ years expYale University is committed to contributing to a better tomorrow and is seeking a Senior Administrative Assistant to provide high-level administrative support for faculty members in the Department of Urology. The role involves managing complex calendars, coordinating meetings, assisting with travel arrangements, and providing procurement support.
AssociationBusiness DevelopmentEducationMedicalSocial Entrepreneurship
Responsibilities
Serve as a key contact and support several faculty by maintaining several complex calendars, scheduling and coordinating in-person and virtual meetings in multiple time zones with internal as well as external stakeholders
Requesting the addition or cancellation of clinics
Assist faculty with domestic and international travel, licensure, credentialing, and CV maintenance
Provide procurement/financial administrative support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system
Assist in assembling materials as directed for preparation of meetings, grants and publication submissions
Formats, proofread, and edits correspondence, reports, and other material
Provide support for events, projects, and recruitment efforts which may require: researching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas/itineraries, travel arrangements, taking minutes or dictation, identifying and anticipating all needs and accommodations for these events as required
Review outgoing material for completeness and accuracy
Gather, compile, and organize data to create reports or summaries
Identify problems with workflow and equipment and make suggestions for improvements
May order, stock and distribute office supplies, mail and packages
Greets visitors
Answers and screens telephone calls
Provides administrative back-up to colleagues
Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support
Provide backup support as needed to other admins which may include but are not limited to faculty, event, and educational program support
Performs other duties as assigned as necessary to maintain highest level of customer service
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
Demonstrated experience with coordination of travel arrangements, calendar management, expense processing
Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, PowerPoint as well as the ability and willingness to learn new technology and systems
Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines with great attention to detail
Impeccable problem-solving skills with the ability to deal with complex issues, crises, and sensitive situations and the ability to work independently and flexibly as part of a team
Demonstrated initiative and follow-through on projects, taking ownership for assigned functions
Ability to manage multiple calendars and maintain accurate records
Excellent verbal, written and interpersonal communication skills
Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment
Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials
Excellent customer service skills and the ability to interact well with a diverse population
Excellent attendance record, punctuality, and reliability
Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor
Ability to exercise good 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
Proven experience in academic healthcare setting, supporting faculty
Familiarity with: Beatrix, World Travel, SciQuest, Zoom, Qualtrics, and Workday
Proven experience in event planning and logistics with AV technology
Knowledge of Yale financial policies
Proven experience in research grant funding or grant administration and procurement
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
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