Senior Administrative Assistant

Administrative Assistant (Supporting finance department)

We are seeking a dedicated Sr Administrative Assistant to oversee and coordinate administrative, program, and office activities. This role serves as the principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. The position involves managing support staff, preparing materials for grants and budgets, and providing editorial support for publications.

Responsibilities

• Oversee and coordinate administrative, program, and office activities.

• Establish, select, implement, and coordinate office procedures and systems.

• Serve as the principal source of information on policies, procedures, programs, and office activities.

• Oversee, instruct, and coordinate activities of support staff.

• Prepare materials for grants, contracts, and budgets.

• Monitor expenditures and reconcile financial statements.

• Provide editorial support for a journal/publication, ensuring grammatical and factual accuracy.

• Track copy through various editing and production stages, communicating with authors and printers.

• Determine administrative, facility, and equipment needs for events such as symposia, lectures, and conferences.

• Compile, synthesize, and manipulate data, summarizing findings and writing reports.

• Greet visitors, answer and screen telephone calls, and respond to requests for information.

• Format, proofread, and edit correspondence, reports, and other materials.

• Coordinate travel arrangements and schedule meetings and appointments.

• Order and maintain inventory of supplies.

Essential Skills

• Minimum of 2 years of experience in administrative support.

• Strong experience with Microsoft Office, including Outlook.

• Proficient in calendar management and expense management.

• Experience in executive administrative support and event coordination.

• Proficient in data entry and travel coordination.

Additional Skills & Qualifications

• Bachelor's degree highly preferred.

• Experience with Workday highly preferred.

• Experience in the higher education industry highly preferred.

Work Environment

This is a 6-8 month contract role with a good opportunity to convert to a permanent position. The role is fully onsite, working 5 days a week from 8:30 am to 5 pm, supporting the Genetics team in Basic Sciences, which consists of 6 admins and 6 faculty members. The position is open due to a backlog of work and recent approval to hir

Job Type & Location

This is a Contract position based out of New Haven, CT.

Pay and Benefits

The pay range for this position is $28.00 - $30.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in New Haven,CT.

Application Deadline

This position is anticipated to close on Oct 12, 2026.

About Aston Carter

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on click.appcast.io (%View email address on click.appcast.io) for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.