Senior Administrative Assistant, Faculty Support and Academic Appointments

Department: Molecular Cellular & Developmental Biology 219 Prospect Street, New Haven, Connecticut Job ID: 137953WD $31.83 Description 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! Overview Reporting to the Faculty Support & Academic Appointments Supervisor of the departments of Molecular Biophysics & Biochemistry (MBB) and Molecular, Cellular & Developmental Biology (MCDB), the Senior Administrative Assistant, Faculty Support and Academic Appointments provides high-level administrative and academic appointment support to faculty in MBB and MCDB and their laboratory staff. This position supports multiple faculty and lab groups and requires professionalism, discretion, accuracy, and the ability to work independently within established policies and procedures. The Senior Administrative Assistant provides comprehensive administrative support, including scheduling meetings and appointments, maintaining complex calendars, coordinating domestic and international travel, processing expense reports and reimbursements, reconciling Yale credit card (P-Card) transactions, procuring supplies, and responding to faculty and laboratory needs. The position coordinates recruitment logistics for prospective lab staff, including candidate scheduling and site visits. The Senior Administrative Assistant also maintains faculty biosketches and curriculum vitae (CVs) and performs additional administrative functions incidental to office operations. The role administers academic appointments for all postdoctoral, postgraduate, associate research faculty and other academic staff, including initial appointments, reappointments, and promotions. The Senior Administrative Assistant serves as a principal source of information regarding established academic appointment policies and procedures in accordance with Yale’s Office of Postdoctoral Affairs (OPDA) and independently prepares, processes, and tracks appointment materials. The position manages visa-related documentation for international faculty and staff in collaboration with Yale’s Office of International Students and Scholars (OISS), ensuring compliance with university and immigration requirements. The Senior Administrative Assistant may also support departmental events and academic activities, including organizing seminars, arranging travel and lodging for guest speakers, reserving space, coordinating media services, and arranging catering. The role works closely with the Business Operations Team to complete financial transactions and may assist the Sr. Operations Manager with special projects or other assigned responsibilities. As a member of the faculty support team, the position provides backup coverage for other administrative staff as needed. Please note, the detailed responsibilities in this Position Focus are specific and most relevant to the role. Additional duties may be assigned as needed. Based on operational needs, there might be changes to our current hybrid work schedule. Currently four days on campus and one remote. It is possible that we may need to transition being on campus five days a week, either temporarily or permanently. Required Skills and Abilities 1. Demonstrated advanced administrative and organizational skills supporting multiple stakeholders in a complex operational environment. 2. Strong knowledge of, or ability to quickly learn, academic appointment processes, policies, and procedures including immigration policies and procedures. 3. Proven experience with financial and administrative transactions, including expense reporting, credit card reconciliation, procurement, and travel coordination. 4. Excellent written and verbal communication skills with a strong commitment …

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