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.
Preferred Education: Experience with faculty recruitment. Experience handling international travel arrangements in a professional capacity.
Preferred Education, Experience and Skills: Experience with faculty recruitment. Experience handling international travel arrangements in a professional capacity.
Required Skill/ability 5: Demonstrated experience arranging travel, including flights, hotels and car rentals, in a professional capacity. Demonstrated ability to facilitate room scheduling, catering, equipment and materials for seminars or events. Proven ability processing expense reimbursements. .
Posting Position Title: Sr Administrative Assistant, Faculty Support
Required Skill/ability 3: Strong communication skills, included demonstrated ability to communicate both orally and in writing in a clear, pleasant, grammatically correct and professional manner. Strong customer service skills. Demonstrated attention to detail. Ability to use good judgment, tact and diplomacy when handling interactions on behalf of the faculty search committees
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Senior Administrative Assistant, Faculty Support
Required Skill/ability 1: Demonstrated ability to take initiative, anticipate actions needed, and use independent judgment. Proven ability to recognize and address urgent priorities, and take steps to resolve problems independently. Proven ability to prioritize to meet deadlines and follow schedules. Excellent follow up skills. Ability to adapt in unpredictable peaks in workload.
Required Skill/ability 4: Excellent computer skills including intermediate ability or higher with MS Word and Excel. Proven ability to create slides and make changes to PowerPoint presentations. Demonstrated experience with Outlook calendaring in a professional environment.
Required Skill/ability 2:
Proven proficiency in an administrative support role. Ability to maintain a high degree of professionalism and maintain confidentiality and discretion with sensitive information. Strong organizational skills and the ability to manage multiple tasks simultaneously in a fast-paced environment.
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.
Internal Number: 53654BR
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.