Senior Administrative Assistant

Senior Administrative Assistant, Digital Ethics Center Overview

Under the direct supervision of the Program Manager and supporting the Director of the Digital Ethics Center, the Senior Administrative Assistant will provide high‑quality administrative assistance in a fast‑paced environment.

• Greeting visitors and managing complex calendars and travel commitments.
• Handling correspondence (private, confidential, and sensitive emails), scheduling meetings, and creating, editing, and sending letters, references, and reports.
• Coordinating special functions and events for the Center (e.g., seminars, faculty searches, special presentations), ensuring all details are handled in advance and events run smoothly (preparing and circulating papers, agendas, minutes, and briefing notes).
• Managing office supply orders and processing business expenses, check requests, reimbursements, invoices, and facilities requests.
• Developing travel arrangements for staff and visitors, creating detailed itineraries, and following up to ensure travel reimbursements are accurate and timely.
• Assisting in managing the Center’s communication channels, including the DEC inbox, Mailman lists, newsletter, and social media platforms (e.g., Linked In) and maintaining and updating the website.
• Collecting and assembling materials for annual progress reports and grant proposals, supporting the application and appointment processes for postdocs, and performing other administrative functions as needed in support of the Center.

This position is a 30‑hour per week role with potential additional hours as needed (not exceeding 37.5 hours per week).

• Demonstrated ability in an administrative support role; proficiency with Outlook emailing, calendaring, and management of complex calendars; intermediate skills with Microsoft Word, PowerPoint, and Excel.
• Strong problem‑solving, organizational, and analytical skills; positive attitude; initiative.
• Excellent written and oral communication skills with strong attention to detail and time management; proven ability to handle confidential information.
• Proven experience with processing expenses and coordinating travel.
• Ability to manage multiple projects simultaneously in a fast‑paced environment; good attendance and punctuality.

• Experience with Yale systems, i.e., Workday, Sci Quest, and Concur.
• Experience working in a higher education institution in a role supporting an academic position, department, or school.
• Experience with website maintenance.