STARS Requisition number
95161BR
Posting Position Title
Sr Admin Asst II, Ezra Stiles College
Essential Duties
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.
Duration Type
Regular
Work Week
Standard (M-F equal number of hours per day)
University Job Title
Sr Administrative Assistant 2, Head of College
Worksite Address
302 York Street
New Haven, CT 06511
Work Location
Central Campus
Drug Screen
No
Health Screening
No
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.
Searchable Job Family
Administration
Total # of hours to be worked:
37.5
Position Focus:
In a very busy, service-oriented work environment, functions as part of a team with the Head of College, Residential College Dean, Assistant Director of Operations, Dean’s Sr. Administrative Assistant, 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 many of the administrative functions of the Head of College (College) Office, coordinates and directs the work of student aides in the 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.
Preferred Education, Experience and Skills:
Dedicated to providing in-person support to ensure responsive, hands-on assistance for daily administrative and programmatic operations. Experienced in social media management, basic photo editing, and graphic design. Proficient in managing accounts, tracking expenses, reconciling records, and disbursing funds using university systems.
Posting Disclaimer
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 particular position. Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement:
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).
Compensation Grade
Labor Grade E
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Supervisory Organization
Ezra Stiles College - College Office
Time Type
Full time
Required Skill/Ability 1:
Ability to work both independently and collaboratively in a high-traffic, service-oriented office. Flexible and adaptable, with a positive, professional attitude. Contributes to a supportive team culture while adjusting workflows to meet the changing needs of the college.
Required Skill/Ability 2:
Efficient at handling multiple tasks, balancing short- and long-term priorities in a fast-paced setting. Maintains organized systems, meets deadlines, and adapts to interruptions while completing tasks with minimal supervision and strong attention to detail.
Required Skill/Ability 3:
Exceptional written and verbal communication. Explains policies and procedures clearly. Maintains confidentiality and exercises sound judgment while building strong relationships with students, fellows, and campus partners.
Required Skill/Ability 4:
Demonstrates a strong service ethic with a proactive, resourceful approach. Solves problems independently, knows when to escalate, and supports smooth college operations by anticipating needs and using available tools and systems effectively.
Required Skill/Ability 5:
Skilled in event coordination, including planning, logistics, and vendor relations. Proficient with Microsoft Office (Word, Excel, Outlook, PowerPoint) and comfortable navigating university systems and online platforms for communication and scheduling.
Note
Yale University is a tobacco-free campus
Wage Ranges
Click here to see our Wage Ranges
Work Model
On-site
Read Full Description