Senior Administrative Assistant for Academic Affairs and Student Life, Yale School of Management at Yale University in Edward P Evans Hall

Job description

• The Yale School of Management is seeking a Senior Administrative Assistant to provide comprehensive administrative, operational, and programmatic support for Academic Affairs and Student Life (AASL). This position reports to the Associate Director of Academic Affairs and Student Life.

Responsibilities

• Serve as the primary point of contact for students, faculty, staff, alumni, and visitors to the AASL office.
• Respond to inquiries in person, by phone, and via ownership of shared department inbox, providing accurate information or directing individuals to appropriate resources.
• Triage students’ needs, assess urgency, and escalate issues appropriately while maintaining professionalism and discretion.
• Dean of Students Support
• Serve as Special Assistant to the Dean of Students, managing calendar scheduling, travel arrangements, and expense processing, while conducting initial intake and triage of student concerns prior to meetings with the Dean to assess urgency, gather relevant context, and coordinate appropriate next steps.
• Compile, organize, and maintain highly confidential documents related to sensitive academic and conduct processes, including the Academic Standards Committee, Honor Committee, Students of Concern and Faculty Review Board.
• Coordinate meeting logistics, correspondence, and documentation for these committees.
• Administrative Support and Office Operations
• Provide administrative support to AASL team, including scheduling meetings, preparing materials, tracking communications to the AASL community, and supporting daily office operations.
• Maintain organized electronic and physical records in accordance with University policies.
• Manage office inventory, catering and deliveries, order supplies as needed, and maintain the cleanliness and professionalism of the AASL suite.
• Provide cross-coverage and backup support for team members to ensure continuity of operations.
• Events Support
• Provide project and logistical support, including staffing and implementation, for academic programs, the Global Studies Requirement, Orientation, Commencement, Navigating SOM, student-run conferences and other AASL-sponsored events.
• Coordinate room reservations, catering, deliveries, audiovisual needs, material assembly for Orientation, Commencement, and other major events, track student participation, and manage event communications.
• Support interdepartmental coordination related to academic and student life programming.
• Collaborate and support student-led programs, including Navigating SOM and all student conferences, working with the Student Conferences Committee and coordinating with internal stakeholders.
• Financial, Expense, and Travel Administration
• Process office reimbursements, expenses, travel arrangements, purchase orders, and payments using University financial systems on behalf of AASL staff, ensuring financial transactions are processed within University deadlines.
• Track receipts, follow up as necessary, and ensure compliance with University policies and procedures.
• Support expense tracking and management of the entire budget for all AASL functions.
• Vendor and Contract Coordination
• Serve as the primary AASL contact for vendors supporting major programs such as Orientation, Commencement and AASL’s study break series.
• Maintain records of vendors, contracts, purchase orders, payments, and expenses, ensuring timely and accurate processing.
• Compliance, Confidentiality, and Accuracy
• Handle student records and confidential or sensitive information with discretion and in compliance with FERPA and University policies.
• Demonstrate consistent attention to detail and accuracy in all administrative responsibilities.
• Complete time-sensitive and long-term projects as assigned.
• Contribute to continuous and proactive improvement of administrative processes and office practices.
• 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.

Requirements

• 1. Technical Proficiency: Excellent computer skills, including proficiency with Windows and Microsoft Office (Word, Excel, Outlook, PowerPoint) and internet navigation.
• 2. Communication and Customer Service: Strong written and verbal communication skills; ability to interact professionally with students, faculty, staff, and external partners; demonstrated customer service orientation and cultural fluency in a diverse academic environment.
• 3. Organization and Judgment: Excellent attention to detail and accuracy; ability to manage interruptions and competing priorities; strong organizational skills with the ability to prioritize, meet deadlines, and exercise sound independent judgment.
• 4. Reliability and Work Commitment: Proven reliability, punctuality, and consistent attendance; ability to work on-site five days per week and adjust schedule or work occasional overtime, which may include nights and weekends, to meet program needs.
• 5. Teamwork and Confidentiality: Ability to work effectively as part of a collaborative team; demonstrated discretion in handling confidential and sensitive information. Ability to lift and move up to 30 pounds for event setup and program support.
• 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.
• 1. Bachelor’s degree.
• 2. Global orientation; experience working across countries and regions.
• 3. Fluency in more than one language.
• 4. Student Affairs experience in university setting.
• 5. Knowledge or experience working with Yale University systems, including Yale Connect, EMS, and Workday.

Skills

Preferred

• Fluency in more than one language.