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. Duties include greeting visitors, managing complex calendars and travel commitments, managing correspondence (including private, confidential, and sensitive emails), scheduling meetings, and creating, editing, and sending letters, references, and reports. In coordination with the Program Manager, this position will coordinate special functions and events for the Center (e.g., seminars, faculty searches, special presentations) by planning and organizing to ensure all details are handled in advance and managing events so that functions run smoothly.

The Assistant will also manage office supply orders, process business expenses and reimbursements, invoices, and facilities requests. Responsibility for travel arrangements, detailed itineraries, and reimbursements will be handled. The role manages the Center’s communication channels, including the DEC inbox, Mailman lists, newsletter, and social media platforms. It also maintains the website, assists in compiling materials for annual progress reports and grant proposals, and handles the application and appointment process for postdocs.

• Demonstrated ability in an administrative support role with proficiency in Outlook emailing, calendaring, and management of complex calendars.
• Proven intermediate skills with Microsoft Word, PowerPoint, and Excel.
• Strong problem‑solving, organizational, and analytical skills with ability to work in a team environment and take 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 with a record of good attendance and punctuality.

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

This is a 30‑hour per week position. During peak times additional hours may be requested. Occasional evening hours are required to support Center events.

Minimum qualifications:

Six years of related work experience, of which four in the same job family at the next lower level, and high school education; or four years of related experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree; or an equivalent combination of experience and education.

As an equal opportunity employer, Yale University maintains an inclusive, diverse, and welcoming environment. Policies and practices are in compliance with federal and Connecticut law. Yale does not discriminate in admissions, educational programs, or employment against any individual on account of sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, veteran status, or other covered status.

Yale University is a tobacco‑free campus.