Senior Administrative Assistant

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Hourly Range

31.05

Overview

This Senior Administrative and Chair's Assistant will join the three-person administrative team in the Department of Spanish and Portuguese, reporting to the Operations Manager. The role provides vital support to the Chair, faculty, and students, manages the academic appointment lifecycle, handles financial transactions, and coordinates events.

Duties to include : 1. Works with the Chair on faculty affairs processes for ladder, instructional, secondary, and visiting faculty, including searches, recruitment, appointments, promotions, reappointments, on-boarding and terminations. 2. Manages all visa requests promptly and tracks the status of each case. 3. Serves as resource for the Chair, faculty and students on Yale processes, policies, procedures, forms, and other activities. 4. Manages student job postings, hiring, timesheet approvals, and payment processing in SEO. 5.Supports event planning, including budgeting, event setup and cleanup, AV and space coordination, booking guest travel and lodging, and ordering catering. 6. Processes expenses for faculty and students, including supplier setup, processing invoices, expense reimbursements, supplier invoice requests, cash sales and purchase orders in Workday. 7. Performs additional functions as needed. 8. Flexibility to work occasional evenings and weekends.

This position offers a balanced 30-hour workweek (four 7.5-hour days) and includes a full benefits package including medical, dental, vision, and paid time off.

Required Skills and Abilities

1. Exceptional attention to detail, strong organizational and follow-up skills, demonstrated ability to multitask, meet deadlines, and thrive in a fast-paced environment.

2. Strong verbal, written, and interpersonal communication skills. Self-motivated with the ability to take initiative, solve problems, and make independent decisions. Proven ability to handle sensitive information with discretion, confidentiality, and diplomacy.

3. Proven ability and experience managing financial transactions, including expense reimbursements. Proven experience in organizing and coordinating events, including logistics, catering, and travel arrangements. Ability to support faculty and students and manage the academic appointment lifecycle.

4. Proven record of reliability, punctuality, and strong attendance. Flexibility to work occasional evenings and weekends.

5. Demonstrated intermediate proficiency with Microsoft Office applications, including Word, Excel, and Outlook.

Preferred Skills and Abilities

1. Fluent in Spanish or / and Portuguese.

2. Familiarity with Yale or experience in a university setting working directly with faculty and students.

3. Previous experience supporting faculty and students and managing the academic appointment lifecycle,

4. Prior experience with Workday and Interfolio.

5. Ability to learn new technologies quickly and adapt to changing work environments.

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

11 / 19 / 2025

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Time Type

Part time

Duration Type

Staff

Work Model

Location

320 York Street, New Haven, Connecticut

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.