Senior Administrative Assistant

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Overview

The Senior Administrative Assistant, Blueprint Operations is responsible for overseeing critical administrative functions that support the organization’s operational efficiency and client service delivery. This role serves as a central point of coordination across billing, customer support, procurement, and workflow management. The Senior Administrative Assistant, Blueprint Operations will be the main point of contact assuming responsibility for overseeing and coordinating all tasks in the absence of the Manager, ensuring seamless continuity of operations and adherence to organizational standards.

• Oversee end-to-end billing operations, including invoice generation, payment tracking, reconciliation, and issue resolution.

• Coordinate IT customer support activities, ensuring service requests are managed efficiently and aligned with service level expectations.

• Manage procurement processes for office and IT-related supplies, including vendor coordination and inventory control.

• Assign, prioritize, and monitor administrative and support workflows to optimize productivity and resource allocation.

• Act as the designated point of contact in the absence of the Manager, exercising sound judgment and decision-making in overseeing and coordinating the work of others.

• Evaluate operational performance and implement process improvements to enhance efficiency and service quality.

• Maintain accurate and compliant records related to billing, support operations, and administrative activities.

• Collaborate cross-functionally with internal departments to ensure alignment and operational effectiveness.

• Support the development and enforcement of administrative policies, procedures, and best practices.

This position operates within a professional IT services environment requiring a high degree of collaboration, responsiveness, and operational discipline. The role may involve managing competing priorities while maintaining a strong focus on client satisfaction and organizational performance.

Required Skills and Abilities

1. Demonstrated experience managing billing operations and coordinating customer service functions.

2. Proven ability to lead, prioritize, and delegate in a dynamic, fast-paced environment.

3. Strong analytical, organizational, and problem-solving capabilities.

4. Excellent verbal and written communication skills.

5. Proficiency with enterprise systems, including CRM, ticketing platforms, and financial software.

Preferred Skills and Abilities

1. Minimum of 3–5 years of administrative experience within an IT services or technical environment.

2. Experience within a Managed Services Provider (MSP) or similar IT services organization.

3. Prior supervisory or team leadership experience.

4. Familiarity with procurement and inventory management systems.

Principal Responsibilities

1.  Case Management & technical support a. Primary contact for BluePrint Customer Support. b. Triage incoming calls, e-mails and cases; resolve or escalate issues as needed to appropriate technical and/or administrative resources. c. Monitor and clear Papercut print queues as needed. 2.  Administrative Support a. Make recommendations for equipment upgrades as requested by BluePrint Rental customers. b. Data entry for order processing from proposal through delivery and installation. c. Create shared accounts and department funds accounts for PaperCut customers. d. Respond to billing inquiries, service requests, move requests, emergency toner requests. e. Order paper for student printing clusters, track deliveries and reconcile usage quarterly. f. Use Trello and Office 365 to communicate and schedule deliveries and installations. g. Sponsored Identity. 3.  Financial Support a. Balance Credit Card System for credit card transactions processed though PaperCut and various YPPS on-line store fronts in addition to YPPS Walk-In credit card transactions. b. Maintain inventories for equipment supplies, assets for resale and assets on consignment. c. Process PaperCut and Banner refunds. d. Process invoices for payment in Workday. e. Monthly billing audit – collect meters, verify charges, review exceptions and monthly reports – prior to monthly upload to WorkDay. f. Create Journal transactions as needed. Required Education and Experience 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.

Job Posting Date

06/12/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Full time

Duration Type

Staff

Work Model

On-site

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 basedon 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 throughtheir 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.