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Overview
Reporting to the Manager of Employee Resource Group Development & Community Engagement, the Senior Administrative Assistant/Support Specialist provides a strong level of administrative support to the Office of Employee Engagement & Workplace Culture and Work + Life Programs. Serve as a source of information to employee resource group leaders and members on programs and events. Serve as a source of information to the directors of the Yale affiliated childcare program. Compose, format, compile data, and prepare first drafts of Power Point presentations, Excel spreadsheets, and course documents. Proofread, edit, and review materials for grammar, accuracy, and completeness. Schedule and support meetings, events, and catering. Attend and support in-person, hybrid, and/or virtual events, workshops, and classes as needed. Assist with online course set-up, creation of newsletters and e-blasts, and event registration. Provide coverage as needed for other Administrative Assistants. Other duties as assigned.
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 staff, students, post-doctoral fellows and associates & faculty on policies, procedures, programs, and office activities related to Work+Life Programming.
2. Oversees, instructs, and coordinates activities of support staff and New Haven Promise Scholar Interns. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a newsletters, flyers and other publications. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with all involved in the review process concerned with published work. 4. Determines administrative, facility, and equipment needs for meetings, 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 all types of inquiries. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to electronic mail inquiries. 6. Formats, keyboard, proofread, and edits correspondence, reports, flyers, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates logistics arrangements and space allocation. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes at meetings as needed. Performs additional functions incidental to office activities.
Required Skill and Abilities
1.Proven ability to plan, organize, manage, and prioritize a large volume of work and many different administrative tasks in a complex, fast-paced environment. Strong attention to accuracy and detail. Ability to work independently, proactively, and exercise sound judgment.
Ability to prioritize work and solve problems.
2.Demonstrated skills with software in the Microsoft Office Suite, including intermediate proficiency with Word and Outlook, and basic proficiency with Excel.
3.Knowledge of Yale Connect, AI tools (Clarity, Chatgpt, etc.)
4.Ability to relate comfortably and knowledgeably to a wide range of individuals, such as staff, guest speakers, and visitors, both orally and in writing in a professional manner. Strong customer service orientation.
5.Proven ability to proofread, edit, and review materials for grammar, accuracy, and completeness.
Preferred Education, Experience and Skills:
Knowledge or experience with Microsoft Teams, Zoom, Box, Canva, and Sharepoint
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.
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
07/08/2026
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.
