Administrative Specialist

Proven experience supporting Academic Medicine. 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 Under the direction of the Assistant Director of Research for Emergency Medicine, the Senior Administrative Assistant 2 provides high-level complex, and confidential administrative support within a department or division to the Vice Chair of Research. This role serves as the office lead for administrative support staff, overseeing work processes, schedules, and task delegation. This role will delegate, coordinate, and monitor work performed by the three Senior Administrative Assistants (level D) within the research section of the department. Delegation of tasks include, among other things, workload distribution and oversight, event and meeting planning activities, faculty calendar management and scheduling requests, the coordination of travel arrangements and reimbursement processing, and supplier setup and procurement-related requests. The Team Lead will serve as the primary point of contact for various internal and external inquiries as well as daily workflow management, ensuring that work is distributed appropriately based on priorities, staff capacity, deadlines, and section needs. The person in this role will provide day-to-day operational oversight, monitor progress on assignments, assist with problem resolution, provide training and guidance, and communicate workload concerns and performance issues to section leadership as needed. This position will draft substantive communication, requiring the ability to interpret policies, coordinate among multiple stakeholders, and adapt communications accordingly. Responsibilities include managing schedules, organizing meetings, coordinating travel, overseeing faculty appointments, and processing expenses. The assistant acts as the primary point of contact for internal and external inquiries, maintaining confidentiality and professionalism. This role requires strong organizational and communication skills, the ability to manage priorities, and the capability to work independently and as part of a team. This position is Hybrid. 3 days onsite are required with Tuesdays being mandatory. Required Skills And Abilities Demonstrated experience in supporting executive level faculty or leadership, including overseeing a team of administrative assistants. Demonstrated experience with calendar Management, expense processing/reimbursements and coordination of travel arrangements. Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and familiarity with administrative software and systems. Exceptional organizational and multitasking skills with the ability to prioritize and manage competing deadlines in a fast-paced environment, through scheduling and event planning, including determining appropriate allocation of work among team members. Strong written and verbal communication skills, including the ability to draft and edit documents and correspondence with accuracy and attention to detail. Ability to work independently and as part of a team. Strong interpersonal skills, with the ability to build trust and work effectively with a diverse group of stakeholders and to handle sensitive and confidential information with discretion and professionalism. Ability to make recommendations regarding training needs, process changes, and resource allocation. Preferred Skills And Abilities Proven experience with research administration. Proven experience with Workday. Proven experience supporting Academic Medicine. Principal Responsibilities 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 09/02/2026 Job Category Administrative Support Bargaining Unit L34 Compensation Grade Labor Grade E Hourly Range $35.64 Time Type Full time Duration Type Staff Work Model Hybrid 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. #J-18808-Ljbffr