Yale University
Location
New Haven, CT | United States
Job description
1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned.
Required Skill/ability 1: Proven proficiency in an administrative support role. Demonstrated ability to take initiative, anticipate actions, and use independent judgment. Proven ability to problem solve complex issues, recognize and address urgent priorities and take steps to resolve problems independently or escalate as appropriate.
Required Skill/ability 2: Proven ability to work independently and as part of a team. Strong organizational skills and the ability to prioritize and meet conflicting deadlines and follow schedules. Proven ability to adapt in unpredictable peaks in workload. Demonstrated ability scheduling and managing meetings and programs.
Required Skill/ability 3: Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups with matters requiring a high level of discretion, good judgment, and professionalism.
Required Skill/ability 4: Proven ability to understand and implement non-routine instructions and general policy statements/applications. Well-developed analytic, written/verbal communications and interpersonal skills, and ability to respond in a constructive and timely manner. Demonstrated diplomacy and excellent customer service.
Required Skill/ability 5: Excellent computer skills. Proven ability to learn new database systems and prepare and generate reports on demand as required. Intermediate to advanced proficiency with Zoom, internet navigation and research skills, MS Word, Excel, PowerPoint, Outlook. Demonstrated experience with Outlook calendaring.
Preferred Education: Bachelor's Degree. Minimum of 3 years of progressively responsible professional experience at an institute of higher education, working in faculty and/or academic affairs. Experience with faculty appointments and recruitment and workload models. Experience working directly with faculty and confidential information. Experience with Interfolio and Workday.
Work Week: Standard (M-F equal number of hours per day)
Posting Position Title: Sr Administrative Assistant, Faculty Support
University Job Title: Sr. Admin. Assistant, Faculty & Academic Affairs
Preferred Education, Experience and Skills: Bachelor's Degree. Minimum of 3 years of progressively responsible professional experience at an institute of higher education, working in faculty and/or academic affairs. Experience with faculty appointments and recruitment and workload models. Experience working directly with faculty and confidential information. Experience with Interfolio and Workday.
Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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