Administrative Support Specialist, G&RS

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

The Administrative Support Specialist provides high level data management, research, administrative and communications support for the Director, Gift and Records Services (GR&S) and management team. Reporting to the Director, the Administrative Support Specialist is responsible for a range of activities that include acting as an expert resource project coordinator for internal efficiency projects and leading the development of new workflows and procedures using specialized software. This position requires advanced design and query experience and will apply intermediate to advanced Excel skills to reconcile bank statements for revenue processed across all payment methods, as well as perform data file imports from external sources into Hopper, the university fundraising constituent relationship management (CRM) database.

In addition, the Administrative Support Specialist develops specialized ad hoc reports from the database and other sources to support data integrity and fundraising and alumni engagement initiatives. The Administrative Support Specialist supports and provides coverage for the preparation and distribution of general correspondence, meeting agendas, presentations, expense reports and the unit newsletter. This position oversees tasks and prioritizes responsibilities for other C&T staff in the department which includes gift processing and constituent record updates and data appends.

The Administrative Support Specialist is responsible for supporting other high level C&T staff regarding the policies, procedures, and best practices related to information processing and creating or updating process documentation as necessary.

This Administrative Support Specialist supports other C&T staff in the unit across all functional areas and serves as the back up to critical function areas such as cash wire and credit card processing, generating correspondence such as acknowledgments and reminders, and gift adjustments to ensure business continuity. The Administrative Support Specialist helps ensure all information related to alumni, volunteers, donors, and other constituents is accurately reflected in the CRM database and Workday, the university general ledger system.

The following Principal Responsibilities are generic in nature.  Prospective candidates will find the information in this Position Focus to be most relevant to the needs of the position.

Required Skills and Abilities

1. Exceptional communication skills with special emphasis on advanced writing ability and editing. Ability to communicate effectively with donors, Yale faculty/administrators and to initiate and complete tasks with minimal supervision. Writing sample required at time of interview.

2. Demonstrated organizational, prioritization and research abilities with strong attention to detail, including analyzing large volumes of information. Strong team building, interpersonal and problem-solving skills to work with and provide high level of support to a wide variety of staff and donors.

3. Intermediate to advanced proficiency with MS Word and Excel. The ability to conduct data analysis and work with financial information. Knowledge of PowerPoint and Adobe Acrobat. Willingness and flexibility to learn new work assignments and meet deadlines in a time-constrained environment.

4. Professionalism and ability to maintain strict confidentiality of sensitive information. Excellent attendance and punctuality history. Must be available to work schedule hours during peak periods through holiday recess and early January, and during fiscal year-end closing in June and July.

5. Commitment to an inclusive workplace. Ability to engage with diverse audiences (age, gender, nationality, race/ethnicity, profession, sexual orientation, etc.). Ability to demonstrate and promote a positive, “can do” attitude via helpfulness, teamwork, and support for others.

Preferred Skills and Abilities

1. Experience in a fast-paced higher education setting working with sensitive and confidential information.

2. Detailed knowledge of financial and constituent relationship management systems.

Principal Responsibilities

1. 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

07/16/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

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.