Senior Administrative Assistant II, Yale College Academic Affairs

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!OverviewReporting to the Dean of Academic Affairs Deans in Yale College, and working with limited supervision and guidance from two Associate Deans, the Senior Administrative Assistant II provides high-level administrative, academic, and operational support for the Office of Academic Affairs, including interpretation of the academic regulations, the work of the Committee on Honors and Academic Standing, the Yale chapter of Phi Beta Kappa, the Yale-New Haven High School Student program, the non-degree student program, the alumni and Yale-affiliate auditing program, and liaison programs with Yale Athletics. This role provides critical connections between the Office of Academic Affairs and the residential college dean’s offices, other offices in Yale College, the University Registrar’s Office, and other campus partners. The Sr. AA II position is central to the smooth functioning of the office, managing complex administrative workflows, coordinating academic processes, maintaining confidential student records, and supporting key annual academic programs.Principal ResponsibilitiesAcademic Regulations and the Committee on Honors and Academic Standing (CHAS)On behalf of CHAS, process all status changes for Yale College students (e,g., withdrawals, leaves of absence, academic warning)Maintain confidential academic files for current and former studentsPrepare, review, and update academic reports and degree requirement confirmations tri-annually (May, September, December) in conjunction with the residential college deans and the University Registrar’s OfficeOrganize annual student promotion and clearance meetingsSchedule biweekly meetings of the residential college deans and CHASManage nomination processes for the Hart Lyman Prize and the Francis Gordon Brown Prize for juniors, and the academic high-stand and Wrexham prizes for seniors at Commencement. Arrange disbursement of prize money to recipients.Prepare end-of-term memos to the college deans and to instructors about important dates and deadlinesCoordinate selection of the Gimble and Sheffield cups, awarded to residential colleges for highest overall scholarship in the FAS and in SEAS subjectsCoordinate biannual process for awarding Distinction in the MajorSupport the proctoring of ABX exams in September and JanuaryCoordinate annual start-of-year meetings with Yale College deans and University Registrar’s Office staff, including room reservations, AV needs, and catering.Phi Beta KappaSupport twice annual elections of students to Phi Beta Kappa.Organize PBK receptions and prize ceremonies.Organize annual induction ceremony during Commencement Weekend.Oversee registration of elected students with the national PBK office.Provide annual reports to the national PBK office.Process financial transactions and reconcile financial statements.Special Academic ProgramsSupport the Yale-New Haven High School Student program. Organize the high school orientation meetings with guidance counselors and coordinate Banner enrollment processes for studentsSupport the Yale Alumni and Yale Affiliate Auditing Program.Coordinate enrollment and documentation for approved non-degree students.Support the Francis and Rosenkranz Writer-in-Residence program events.Support the Student Athlete Mentor program.Other Duties as Assigned.Full time, continuing position. 11 months each year with one month of unpaid leave each summer.Required Skills & Abilities1. Strong computer skills, including Microsoft Outlook, Word, and Excel; proficiency in email and calendar management.2. Proven ability to maintain calendars, coordinate schedules, and manage expense reports; strong interpersonal skills and a welcoming, team-oriented attitude.3. Ability to manage multiple tasks simultaneously and tolerate frequent interruptions.4. Ability to work independently under pressure with mature judgment; excellent written and oral communication skills.5. Demonstrated appreciation for and commitment to diversity, equity, and inclusion principles.Preferred Skills and Abilities1. Experience with Workday expense reporting, Yale Message, Banner, Degree Audit, Dynamic Forms, Argos. Familiarity with student information systems, such as Banner, Courseleaf, and Canvas.2. Administrative or senior administrative assistant experience, ideally in higher education. Prior experience in academic or registrar settings, with knowledge of university policies and procedures.3. Experience working with faculty, students, and parents in an advising or support role.4. Familiarity with student information systems and expense management workflows.5. Demonstrated discretion and ability to maintain confidentiality.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.