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The Senior Administrative Assistant for Student Affairs at the Yale School of Medicine (YSM) provides comprehensive administrative and operational support for medical student records, registration, clinical electives, student services, and major academic events. This position serves as a primary point of contact for students, alumni, faculty, and external institutions, ensuring accurate management of academic records, elective scheduling, and student program processes while delivering excellent customer service.

Key Responsibilities

• Serve as a front-line representative for the Registrar and Student Affairs offices by greeting students, answering phones, and responding to inquiries regarding records, academic progress, graduation requirements, and student services.
• Prepare, format, edit, and process official transcripts for current students and alumni.
• Complete enrollment and degree verifications for alumni and third-party background check and credentialing organizations.
• Process final graduate transcripts, including verification of electives and sub-internships through multiple databases and systems.
• Draft and edit specialized student letters and documentation, including good standing letters, away rotation documentation, insurance letters, and related correspondence.
• Coordinate advisor sign-off and processing for students participating in extended study programs.
• Assist students with the Visiting Student Learning Opportunities (VSLO) application process, including providing guidance on required documentation.
• Support students with residency onboarding requirements and forms.
• Complete institutional application documents for away electives at non-VSLO institutions.
• Maintain and update student elective and sub-internship schedules within the MedHub system.
• Provide MedHub support and training assistance to elective coordinators and departmental staff.
• Coordinate and schedule away rotations and clinical electives with students and departmental coordinators.
• Process and forward extended study documentation to Financial Aid.
• Maintain elective and rotation information for website updates and student communications.
• Access and review alumni academic records using institutional databases, including WEBXTender and Banner, to complete credentialing and verification requests.
• Assist with registration and onboarding activities for incoming first-year medical students.
• Support major student events including Commencement, White Coat Ceremony, and other institutional programs.
• Assist with student compliance processes including mask fit testing and background checks for away rotations.
• Perform general administrative support duties including filing, mail distribution, and document management.
• Perform additional related duties as assigned.

This position operates in a professional academic office environment and requires regular interaction with students, faculty, staff, and external institutions. The role may occasionally require additional hours during peak periods such as registration, graduation, and major student events.

Required Skills and Abilities

• Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
• Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
• Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups including students, faculty, staff, and external organizations.
• Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

Preferred Skills and Abilities

• Experience working with student information systems, databases, or scheduling platforms preferred. Experience coordinating events or student programs in an academic setting.
• Strong organizational skills with exceptional attention to detail and accuracy. Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Experience with MedHub, Banner, VSLO, WEBXTender, or similar academic systems.
• Familiarity with medical education, registrar functions, or clinical scheduling processes.

Principal Responsibilities

• Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
• Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
• Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
• Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
• Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
• Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
• Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

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

Job Posting Date 05/28/2026

Job Category Administrative Support

Bargaining Unit L34

Compensation Grade Labor Grade D

Compensation Grade Profile Hourly Range $31.83

Time Type Full time

Duration Type Staff

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).

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