Administrative Assistant

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Overview

Reporting to Yale Center for Faith and Culture’s Assistant Director, the Administrative Assistant will support the execution of a two-year, grant-supported project, “Who is Jesus Christ for Us Today?"

The Assistant will oversee and coordinate program activities (initial fellowship retreat, mid-fellowship retreat, virtual meetings); serve as principal communicator and source of program information for fellows; process and monitor awards and expenses associated with the fellowship; support Assistant Director in producing grant reports for the funder. Fundamental skills and experience in project management and communications are essential.

This position is a 2 year fixed duration.

Principal Responsibilities

• Oversight and coordination of in-person program activities (off and on-site retreats, project team meetings)
• Oversight and coordination of virtual program activities (monthly, rotating virtual meeting rhythm involving fellows and Yale personnel)
• Serve as source of information to all fellowship participants.  
• Coordinate travel arrangements for Yale and non-Yale personnel.  This involves booking domestic flights and hotels, processing expenses, and advising fellows on travel plans.   
• Compose general correspondence and written material. This includes creating direct communications to fellows sharing details regarding prep work and schedule.
• Format, edit, and proofread correspondence, reports, and other material.
• Assemble attachments and corresponding material. Review outgoing material for completeness, attachments, dates, and signatures.
• Assemble and organize incoming reports and materials from fellows for Yale personnels’ access.
• Record fellows’ progress towards required grant activities.
• Assemble and compile material for grant, contract, and budget preparation.
• Monitor expenditures and reconcile financial statements.
• Complete forms necessary to support sub-awards, distribute honoraria, and process reimbursements pursuant to the activities of the sponsored project.

Required Skills and Abilities

1. Outstanding organizational skills, accuracy, and attention to detail. Demonstrated reliability in meeting deadlines. 

2. Excellent written and verbal communication skills. Ability to work independently as well as to collaborate and contribute to team objectives.

3. Demonstrated flexibility and agility. Ability to adapt readily to changing work demands and balance projects while maintaining professionalism.

4. Demonstrated ability to take initiative and to learn new skills.

5. Intermediate to advanced computer skills including tools such as Microsoft Office Suite, Notion, Workday, and Zoom. Ability to learn new software systems as needed.

Preferred Skills and Abilities

1. Prior higher education or grant support experience

2. Experience coordinating travel arrangements

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education.

Job Posting Date

10/29/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

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 Fixed Duration (Fixed Term)

Work Model

Hybrid

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.

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 through  their 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.