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Overview
Reporting to the Dean of Academic Affairs Deans in Yale College, and working with limited supervision and guidance from two Associate Deans, the Senior Administrative Assistant II provides high-level administrative, academic, and operational support for the Office of Academic Affairs, including interpretation of the academic regulations, the work of the Committee on Honors and Academic Standing, the Yale chapter of Phi Beta Kappa, the Yale-New Haven High School Student program, the non-degree student program, the alumni and Yale-affiliate auditing program, and liaison programs with Yale Athletics. This role provides critical connections between the Office of Academic Affairs and the residential college dean’s offices, other offices in Yale College, the University Registrar’s Office, and other campus partners. The Sr. AA II position is central to the smooth functioning of the office, managing complex administrative workflows, coordinating academic processes, maintaining confidential student records, and supporting key annual academic programs.
Principal Responsibilities
Academic Regulations and the Committee on Honors and Academic Standing (CHAS)
On behalf of CHAS, process all status changes for Yale College students (e,g., withdrawals, leaves of absence, academic warning)
Maintain confidential academic files for current and former students
Prepare, review, and update academic reports and degree requirement confirmations tri-annually (May, September, December) in conjunction with the residential college deans and the University Registrar’s Office
Organize annual student promotion and clearance meetings
Schedule biweekly meetings of the residential college deans and CHAS
Manage nomination processes for the Hart Lyman Prize and the Francis Gordon Brown Prize for juniors, and the academic high-stand and Wrexham prizes for seniors at Commencement. Arrange disbursement of prize money to recipients.
Prepare end-of-term memos to the college deans and to instructors about important dates and deadlines
Coordinate selection of the Gimble and Sheffield cups, awarded to residential colleges for highest overall scholarship in the FAS and in SEAS subjects
Coordinate biannual process for awarding Distinction in the Major
Support the proctoring of ABX exams in September and January
Coordinate annual start-of-year meetings with Yale College deans and University Registrar’s Office staff, including room reservations, AV needs, and catering.
Phi Beta Kappa
Support twice annual elections of students to Phi Beta Kappa.
Organize PBK receptions and prize ceremonies.
Organize annual induction ceremony during Commencement Weekend.
Oversee registration of elected students with the national PBK office.
Provide annual reports to the national PBK office.
Process financial transactions and reconcile financial statements.
Special Academic Programs
Support the Yale-New Haven High School Student program. Organize the high school orientation meetings with guidance counselors and coordinate Banner enrollment processes for students
Support the Yale Alumni and Yale Affiliate Auditing Program.
Coordinate enrollment and documentation for approved non-degree students.
Support the Francis and Rosenkranz Writer-in-Residence program events.
Support the Student Athlete Mentor program.
Other Duties as Assigned.
Full time, continuing position. 11 months each year with one month of unpaid leave each summer.
Required Skills & Abilities
1. Strong computer skills, including Microsoft Outlook, Word, and Excel; proficiency in email and calendar management.
2. Proven ability to maintain calendars, coordinate schedules, and manage expense reports; strong interpersonal skills and a welcoming, team-oriented attitude.
3. Ability to manage multiple tasks simultaneously and tolerate frequent interruptions.
4. Ability to work independently under pressure with mature judgment; excellent written and oral communication skills.
5. Demonstrated appreciation for and commitment to diversity, equity, and inclusion principles.
1. Experience with Workday expense reporting, Yale Message, Banner, Degree Audit, Dynamic Forms, Argos. Familiarity with student information systems, such as Banner, Courseleaf, and Canvas.
2. Administrative or senior administrative assistant experience, ideally in higher education. Prior experience in academic or registrar settings, with knowledge of university policies and procedures.
3. Experience working with faculty, students, and parents in an advising or support role.
4. Familiarity with student information systems and expense management workflows.
5. Demonstrated discretion and ability to maintain confidentiality.
Principal Responsibilities
1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.
Required Education and Experience Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.
Job Posting Date
06/24/2026
Job Category
Administrative Support
Bargaining Unit
L34
Compensation Grade
Labor Grade E
Compensation Grade Profile
Hourly Range
$35.64
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.
