Senior Administrative Assistant - Faculty Affairs

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Hourly Range

Overview

The primary responsibility of this position is to provide a high level of administrative support for all aspects of Faculty and Postdoctoral Affairs to include recruitment, appointments & promotions, coordinating faculty and scholar onboarding, maintaining departmental files to ensure appropriate documentation is provided and all requirements are met, and serve as the main source of information for regulations and requirements related to visa processing. This involves the overall ownership of each of these faculty affairs processes for the Department. This position handles highly sensitive and confidential information and matters requiring ongoing interaction with the faculty, Chair, Deputy Dean, and various other high-level University officials. In addition, the incumbent will participate and lead key strategic initiatives to implement new processes and systems to streamline operations, eliminate duplications, and improve efficiencies in these areas. May perform other duties as assigned by manager.

Required Skills and Abilities

1. Demonstrated ability in an administrative position. Demonstrated ability supporting Faculty affairs: recruitment, promotions, appointments etc. Demonstrated excellent attendance records and reliability.
2. Excellent written and verbal communication skills. Strong interpersonal skills and comfort working with both internal and external stakeholders, creating collaborative relationships. Ability to represent the Department in a professional and positive manner both inside and outside of the University.
3. Demonstrated excellence in organizational, prioritization of work and duties. Excellent time management skills and demonstrated ability to follow up and provide updates. Acute attention to detail. Well-developed multi-tasking skills with the ability to handle multiple projects with conflicting deadlines with a high degree of accuracy.
4. Ability to troubleshoot various matters and meet deadlines with a calm and professional demeanor. Ability to handle sensitive and confidential subject matter with discretion. Proven track record of being a self-starter, self-initiated, and self-motivated in a fast-paced environment with competing priorities. Open to feedback and willingness to step in where needed.
5. Proven proficiency in Microsoft Outlook, Word and Excel. Demonstrated ability and willingness to learn new systems, processes, and technology. Willingness to find ways to streamline and make efficiencies to processes.

Preferred Education, Experience and Skills

1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, STARS recruiting systems, Interfolio, Salesforce, and SharePoint.

Principal Responsibilities

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.

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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.