Sr. Administrative Assistant II, Faculty Affairs

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Overview

Yale School of Nursing (YSN) is seeking a Sr. Administrative Assistant for Faculty Affairs and Academic Operations to join a dynamic team in the Office of the Deputy Dean. YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways. The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)! Welcome | Yale West Campus.

The Sr. Administrative Assistant is a leader on the team, providing high-level administrative and clerical support to the Director of Faculty Affairs and Academic Operations and will support and lead a broad range of faculty affairs lifecycle processes, procedures, and communications. Exercising independent judgment and initiative, the incumbent will manage faculty hiring and recruitment, including coordinating candidate recruitment visits, onboarding new faculty, appointments and promotions, contract renewals, leaves, and annual reporting. The Sr. Administrative Assistant will assist with systems administration and upkeep and maintenance of faculty related records.

In all work, supports YSN diversity and inclusion values and commitments.

A cover letter and resume are required with this application.

Principal Responsibilities:

• Serves as the principal source of information regarding policies and procedures related to faculty appointments.

• Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance.  Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.

• Inputs data into databases and runs reports to verify accuracy and integrity of data.

• Ensures timely reviews for reappointments and promotions by establishing reasonable schedules.

• Reviews promotion materials from assigned departments and schools to ensure compliance.

• Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members.

• Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letters writers.

• Reviews information gathered for faculty searches by the search committee.

• Maintains contact lists for use by various University departments for important e-mailings and access to secure systems.

• Serves as member of support teams and provides back-up for other support staff. Maintains records as required by Yale or government policy.

• Processes additional appointments as needed.

• Serves as administrative support staff for faculty meetings and search and appointments related committees.

• May perform other duties as assigned.

Required Skills and Abilities

1. Proven proficiency in an administrative support role. Demonstrated ability to take initiative, anticipate actions, and use independent judgment. Proven ability to problem solve complex issues, recognize and address urgent priorities and take steps to resolve problems independently or escalate as appropriate.
2. Proven ability to work independently and as part of a team.  Strong organizational skills and the ability to prioritize and meet conflicting deadlines and follow schedules. Proven ability to adapt in unpredictable peaks in workload. Demonstrated ability scheduling and managing meetings and programs.
3. Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups with matters requiring a high level of discretion, good judgment, and professionalism.
4. Proven ability to understand and implement non-routine instructions and general policy statements/applications. Well-developed analytic, written/verbal communications and interpersonal skills, and ability to respond in a constructive and timely manner. Demonstrated diplomacy and excellent customer service.
5. Excellent computer skills. Proven ability to learn new database systems and prepare and generate reports on demand as required. Intermediate to advanced proficiency with Zoom, internet navigation and research skills, MS Word, Excel, PowerPoint, Outlook. Demonstrated experience with Outlook calendaring.

Preferred Education, Experience and Skills

1. Bachelor’s Degree.

2. Minimum of 3 years of progressively responsible professional experience at an institute of higher education, working in faculty and/or academic affairs.

3. Proven experience with faculty appointments and recruitment and workload models.

4. Proven experience working directly with faculty and confidential information.

5. Proven experience with Interfolio and Workday.

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

07/24/2026

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.