<p>Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!</p> <p>Overview</p> <p>The Senior Administrative Assistant 2 provides high-level, complex, and confidential administrative support within the Office of Student Affairs at the Yale School of Medicine. This role serves as the office lead for administrative support staff, overseeing work processes, schedules, and task delegation. Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, and processing expenses. The Senior Administrative Assistant 2 acts as the primary point of contact for internal and external inquiries, consistently maintaining confidentiality and professionalism. This role requires strong organizational and communication skills, the ability to manage multiple priorities, and the ability to work independently and as part of a team.</p> <p>Specifically, the Senior Administrative Assistant 2:</p> <ul> <li> <p>Manages calendars and calls, assess the nature of issues, and escalates as appropriate. Responds to requests for information and provides assistance.</p> </li><li> <p>Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. Maintains confidentiality of student issues.</p> </li><li> <p>Oversees and coordinates projects, directs workflow, and performs on-going review of department work processes and systems. Identifies project needs, researches, gathers, and analyzes data and materials.</p> </li><li> <p>Monitors and prioritizes meeting requests and communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. Schedules first year student appointments for introductory meetings with the Dean from January to June of the student's first year of medical school. Initiates yearly student follow up meetings with the Dean in years two through five.</p> </li><li> <p>Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations.</p> </li><li> <p>Establishes and cultivates productive relationships between coworkers and other teams.</p> </li><li> <p>Greets visitors, answers and screens telephone calls. Screens and responds to mail.</p> </li><li> <p>Monitors and tracks office spending. Prepares expense reports for processing. Orders printed materials. Purchases computer equipment, supplies and initiates purchase orders.</p> </li><li> <p>Makes travel and catering arrangements. This includes student career lunches and emergency travel. Collaborates with Office of Curriculum for career lunches and tracks RSVPs in YaleConnect and orders food within YSM guidelines and assists with meal distribution.</p> </li><li> <p>Facilitates IT HelpDesk and Facilities Work Requests for department.</p> </li><li> <p>Keep up to date on Yale systems and databases like Workday and Yale Connect to assist in job requirements.</p> </li><li> <p>Attends monthly Progress Committee meeting, drafts agenda and minutes, prepares meeting materials packages and follow up correspondence. Maintains the highly confidential nature of the work of the committee.</p> </li><li> <p>Organizes and participates in special projects on a variety of topics (Match Week, Commencement, White Coat, Orientation, MSPE preparation, Transition, Power Day, Understanding Cultural Values, Residency Dinners, Literary Salons).</p> </li><li> <p>Collaborates with similar job functions across departments to achieve project related goals (Power Day - Nursing program, Cultural Values - PA program, Literary Salons - Humanities in Medicine).</p> </li><li> <p>Maintains up to date student reference materials and distribution - Peer Advocate card (Orientation), Needlestick card (Orientation and Transition) and Support Services at Yale booklet (START, Orientation, Transition and various times throughout the academic year).</p> </li><li> <p>Performs duties and responsibilities as necessary to support the mission of the office.</p> </li><li> <p>Provides backup for departmental phone coverage, verifications, and transcripts.</p> </li><li> <p>Performs other duties as assigned or required.</p> </li></ul> <p>A cover letter is required at the time of application.</p> <p>This position will follow a hybrid schedule (roughly 3 days per week onsite), but schedule may change for increased onsite presence on a week-by-week basis depending on the operational needs of the Office of Student Affairs.</p> <p>Required Skills and Abilities</p> <ol> <li> <p>Exceptional organizational and multitasking skills, with the ability to prioritize and manage competing deadlines in a fast-paced environment.</p> </li><li> <p>Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail.</p> </li><li> <p>Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint, and Teams) and familiarity with administrative software and systems.</p> </li><li> <p>Ability to handle sensitive and confidential information with discretion and professionalism.</p> </li><li> <p>Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders.</p> </li></ol> <p>Preferred Skills and Abilities</p> <ol> <li> <p>Experience leading and overseeing administrative support staff, including task delegation and performance monitoring.</p> </li><li> <p>Familiarity with higher education or academic settings, including experience with faculty appointments, promotions, and event planning.</p> </li><li> <p>Advanced proficiency with administrative systems such as Workday, Interfolio, and Yale Message.</p> </li><li> <p>Experience coordinating international travel and handling complex scheduling arrangements.</p> </li><li> <p>Bachelor's degree and prior experience providing administrative support in a clinical, academic, or research environment.</p> </li></ol> <p>Principal Responsibilities</p> <ol> <li>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. </li></ol> <p>Job Posting Date</p> <p>04/07/2026</p> <p>Job Category</p> <p>Administrative Support</p> <p>Bargaining Unit</p> <p>L34</p> <p>Compensation Grade</p> <p>Labor Grade E</p> <p>Compensation Grade Profile</p> <p>Hourly Range</p> <p>$35.64</p> <p>Time Type</p> <p>Full time</p> <p>Duration Type</p> <p>Staff</p> <p>Work Model</p> <p>Hybrid</p> <p>Background Check Requirements</p> <p>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.</p> <p>Health Requirements</p> <p>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.</p> <p>Posting Disclaimer</p> <p>The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.</p> <p>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.</p> <p>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.</p> <p>Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).</p> <p>Note</p> <p>Yale University is a tobacco-free campus.</p>