Chair's Assistant, Electrical & Computer Engineering

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Overview
Reporting to the department Manager of Administrative and Chair Support, and with the highest level of customer service, the department Chair's Assistant delivers administrative support for the Department of Electrical and Computer Engineering (ECE) and its Department Chair while overseeing the day-to-day operations of the Chair's office.  This is a hybrid position with 4 days on campus and 1 day remote during the academic year, with reduced on campus presence during the summer months approved based on department needs.  Full on-site presence required during onboarding and training for the first 90 days. Duties include but are not limited to:

Chair and department support: Supports the Chair and may coordinate the Chair's calendar. Schedules and organizes faculty and other departmental meetings. Maintains departmental email contact lists. Acts as backup to other faculty support staff and Chair's Assistants as needed. May support some faculty research and academic activities in a primary or backup capacity. Runs the annual prospective graduate student recruiting weekend. Schedules and organizes visits by seminar speaker visits and other external guests. Acts as point person for department logistics, including key requests, room reservations, faculty/staff directories, etc. Acts as an expert source of information to the department, visitors and to the general public with respect to department and University policies. Prepares and disseminates department statistics to Yale development office and professional societies. Processes student and temporary employees. Supports student groups with campus space booking, travel support and procurement activity. Provides overall department office administration support including but not limited to purchasing supplies, arranging travel, organizing events, preparing expense reports and reimbursement requests.

Appointments: Working collaboratively with the SEAS Dean's Office, assists with department faculty affairs processes for ladder, instructional, secondary, research, and visiting faculty, including searches, recruitment, appointments and promotions, and relocation and on-boarding. Guides the Chair on next steps, and ensures the Chair meets all deadlines. Coordinates logistics for ladder and instructional faculty searches in accordance with university guidelines, using Interfolio and the FSRP system. Supports appointments and promotions processes and assists with resolving or triaging questions. Coordinates appointments, reappointments, promotions, and terminations for postdocs, research staff, research affiliates and visiting fellows. Monitors and tracks appointments and advises Chair and faculty on pending expirations. Completes all forms in accordance with university policies; works with faculty and administrators to ensure all documentation is processed in an organized and timely manner. Processes all visa requests in a timely manner. Monitors visa status and advise of pending expirations. Serves as the departmental liaison with the Dean's Office for information regarding appointment policies and procedures. Maintains integrity of department appointment files. This position requires sustained attention to detail and a deep understanding of academic personnel processes, including faculty and postdoctoral appointments, reappointments, and promotions. Given the complexity of visa and immigration requirements, the incumbent must demonstrate strong analytical skills, precision in documentation, and the ability to navigate multiple systems and deadlines effectively.

Registrar duties: As undergraduate registrar for the department, supports the Director of Undergraduate Studies. Coordinates faculty teaching assignments to ensure all core and mandatory courses are offered. Enters requests for teaching fellows for courses. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Updates Blue Book program descriptions and enters yearly course offerings. Communicates with majors. Organizes department commencement activities.

May perform other duties as assigned.

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

Preferred Skills and Abilities
1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.
2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.
3. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.
4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.
5. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

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.