Senior Administrative Assistant 2 - Head of College Office

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Overview

In a very busy, service-oriented work environment, functions as part of a team with the Pauli Murray Head of College, the Residential College Dean, the Assistant Director of Operations, the Senior Administrative Assistants, Service Assistant and other appropriate university departments to facilitate the smooth running of residential college activities.

Reporting to the Head of College and with limited supervision and guidance from the Assistant Director of Operations, oversees Head of College systems and activities, coordinates and oversees the work of student aides in the Head of College office, serves as point of contact for students, fellows, resident fellows, and residential college visitors with regard to policies and space; provides financial support functions, and provides high level administrative support to the Head of College.

The Senior Administrative Assistant 2 will work in-person, on campus. This is an 11-month role with one month of unpaid leave generally between mid-June to mid-July each year.

To be considered for this position, applicants must submit a cover letter with their application materials. Candidates selected for an interview may also be asked to provide a writing sample.

Required Skills and Abilities

1. Strong interpersonal skills and demonstrated success working in a busy, service-oriented environment. Ability to work effectively and collaboratively with others and to engage professionally with faculty, students, staff, families, and guests.

2. Excellent written and oral communication skills. Strong computer skills, including proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, and the ability to learn new systems quickly. Demonstrated administrative and organizational skills, including calendar management, scheduling, expense processing, and event planning.

3. Demonstrated ability to manage multiple tasks and priorities simultaneously, meet deadlines, and work effectively with frequent interruptions. Ability to work independently, take initiative, exercise independent judgment, and ensure timely follow-through on administrative responsibilities.

4. Demonstrated ability to understand and apply organizational policies and procedures. Experience working with financial and administrative systems, including expense management and reconciliation of financial statements.

5. Demonstrated ability to exercise discretion and sound judgment and to maintain confidentiality when handling sensitive information and matters. Demonstrated appreciation and respect for principles of diversity, equity, and inclusion. Ability to engage with diverse individuals.

Preferred Skills and Abilities

1. Experience using Workday, StarRez, Student Grants Database, SciQuest, Yale Student Employment System, and Yale Message.

2. Experience overseeing and coordinating the work of others. Demonstrated experience working with undergraduate students, faculty, and staff at various levels.

3. Experience with financial administration, including processing financial transactions and performing reconciliations.

4. Experience working in an academic environment and supporting programs, activities, and events.

Principal Responsibilities

1.  Oversees and coordinates administrative, program and office activities for the college Head of College.   2.  Establishes, selects, implements and coordinates office procedures and systems.  3.  Maintains college checkbook and monitors college accounts, disburse funds and performs all financial support functions for the Head of College.  4.  Coordinates college functions and events, such as Commencement, Head of College’s Tea, Freshman and Senior Dinners and the opening and closing of the college each academic year. Works with the Head of College and Service Assistant on planning and execution of all functions in the Head of College’s House.  5.  Advises students and Fellows on University and college policies and procedures.   6.  Supports Fellows Programs by handling administrative duties including mailings, updating and maintaining contact lists and distributing letters of appointment.  7.  Provides support and guidance to students to ensure that materials in weekly college publications are appropriate. Updates and maintains Facebook information and photos.  8.  Oversees, develops and coordinates the work assignments of bursary students.  9.  Assumes responsibility for correspondence and provide general clerical support for Head of College, including ordering of supplies and services.  10. Schedules and oversees use of college facilities.  11. Issues, records and collects keys to student rooms and other college facilities.  12. Coordinates with various University departments on the scheduling of repairs and renovations.  13. Communicates with students, parents and alumni by mail, phone and in person. Answers basic and specialized questions, resolve problems, provide advice, etc.  14. Works cooperatively with the Dean’s Office to improve the residential, academic and social life of the college community.  15. Together with the Dean’s office, coordinates coverage for the college.  16. Performs other duties related to the smooth operation of the college. Required Education and Experience Eight years of related 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 experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of experience and education.

Job Posting Date

11/04/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade E

Compensation Grade Profile

Hourly Range

$35.64

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

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.