Senior Administrative Assistant 2, FAS

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Overview

The Senior Administrative Assistant 2 serves as the administrative leader and expert resource over the complex ladder faculty search, recruitment, and retention administrative policies and procedures for the 40+ departments and programs that comprise the Faculty of Arts and Sciences (FAS). This role will also serve as administrative support to a Senior Associate Dean and other deans within the FAS with duties to include but not limited to calendaring, scheduling and preparing meeting materials. This role is responsible for having in-depth knowledge about the complex practices and procedures required for implementing FAS ladder faculty search, recruitment, and retention processes, including but not limited to equal opportunity and nondiscrimination requirements for faculty searches; compliance with FAS, university, and federal level requirements; and the review and approval process for various specialized
commitments in ladder faculty recruitment and retention offers (e.g., research
funding, instrumentation, computing commitments, and facilities/renovations) in the FAS departments.

The Senior Administrative Assistant 2 provides the FAS Chair's Assistants with direction and guidance over the entire faculty lifecycle process, from searching and recruiting to termination and retirement by reviewing faculty search materials in Interfolio, reviewing shortlists and proof of advertisement in Faculty Search Reporting Process (FSRP), tracking search flow, and providing academic units with staff support and training, as needed. Serves as a key resource that provides independent interpretation and guidance on the ladder faculty recruitment and retention procedures to a variety of stakeholders, including members of the Provost’s Office, FAS department faculty Chairs, Chair’s Assistants, department business office staff, and other stakeholders.

Provides administrative leadership and ownership over the entire recruitment
and retention offer letter infrastructure process and faculty offer database
system (Porter). Serves as the final reviewer of all ladder faculty recruitment
and retention offer letters and ensures that all procedures and requirements
have been met. Ensures accurate and detailed production and dissemination of
over one hundred recruitment and retention letters to faculty candidates and
current faculty members each academic year. Audits Workday records and
reports for accuracy and timeliness consistent with ladder faculty appointments.

Confidentially manages the strict timelines, Provost and FAS approvals, and
funding commitments required for all ladder faculty offers. Provides
administrative support for the FAS Faculty Resource Committee meetings
including scheduling, organizing catering, preparing materials, and
communicating with committee members. As part of the administrative
leadership of the office, oversees and coordinates the assessment of practices
and procedures, participates in and leads improvement initiatives, and
effectively communicates changes. Manages departmental email inbox,
addressing and answering inquiries or forwarding them to the relevant people,
as needed. May provide administrative support coverage for other staff
members including front desk coverage of Warner House or support for
instructional faculty searches, reappointment and promotion cases, leaves, and
appointment letters. Perform other duties as assigned.

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

Required Skills and Abilities

1. Proven experience working with faculty hiring processes and procedures.
Knowledge of faculty ranks, departments, divisions, and governance.

2. Proven ability working in an academic environment among faculty, students, and staff in an administrative leader and training capacity. Ability to manage sensitive and confidential subject matter with the utmost discretion. Ability to represent the FAS Dean’s Office and the University professionally.

3. Strong leadership skills with the ability to ensure projects and assignments are fully completed in a timely manner. Demonstrated ability to make independent and informed decisions, solve problems, take initiative, anticipate action, follow through, and work independently and as part of a team. Ability to organize workload to meet multiple competing deadlines.

4. Outstanding interpersonal skills and ability to interact with a diverse population. Strong oral and written communications skills, with experience composing and distributing moderately complex correspondence with a high degree of accuracy and attention to detail. Experience drafting, editing, and/or reviewing offer letters and correspondence.
5. Demonstrated ability of multitasking with strong organizational and
prioritization skills, working in a busy environment. Proficiency with Microsoft
Office Suite. Willingness and ability to learn new systems. Excellent
attendance, reliability, and punctuality as attested by references.

Preferred Skills and Abilities

1. Advanced computer skills.

2. Experience with Workday and Interfolio.

3. Proven experience overseeing the work of others.

4. Familiarity with FAS faculty database (Porter) and recordkeeping systems.

Principal Responsibilities

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

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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.