Pediatrics - Administration
University Job Title
Senior Administrative Assistant
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Administration, Business Operations, Secretarial
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Medical School Campus
Worksite Address
100 Church Street South
New Haven, CT 06519
Position Focus:
Reporting directly to the Manager, Faculty & Staff Administration, the Faculty Affairs Coordinator is responsible for faculty-related administrative functions for the department the following areas: faculty appointments and promotions, re-appointments, adjunct and emeritus appointments, voluntary faculty appointments, Workday entries and reporting related to the aforementioned responsibilities. This position will also facilitate the departmental A&P vote meetings and be responsible for handling all the pre-paperwork, meeting planning and processing of data. This position will also help to support the faculty affairs team for cross coverage purposes in the areas of postdoctoral appointments, visa processing, student hires and visiting faculty, as well as leaves of absence, faculty merit processing and other duties as assigned. This position is a complex and high-volume role requiring the incumbent to work effectively with the department faculty, Chair, Vice Chairs, members of the Office of Academic & Professional Development (OAPD) and various other high-level university officials. The faculty affairs coordinator will also need to work well with staff members the department’s business office, Chair’s Office, and each of the administrative assistants across the 14 sections of the Department to facilitate and complete all necessary documentation related to faculty affairs in a timely manner to ensure deadlines imposed by both the department and/or the YSM OAPD are consistently met. This position will also handle confidential and sensitive information, so a high level of discretion is required. Assistance with projects, departmental faculty affairs processes and other duties will be required at the discretion of the manager.
Essential Duties
1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.
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.
Required Skill/Ability 1:
Demonstrated ability to work collaboratively with others across organizational lines to ensure program, projects and assignments are fully completed in a timely manner. Demonstrated proficiency with Outlook, Zoom or Teams, Word, Excel, and PowerPoint.
Required Skill/Ability 2:
Demonstrated outstanding interpersonal and organizational skills. Proven ability to take initiative and follow-through, work independently and in a team. Willingness to pitch in and assist the manager and other team members is required.
Required Skill/Ability 3:
Proven high level of accuracy and attention to detail, ability to manage multiple projects and effectively meet deadlines. Demonstrated ability to handle sensitive and confidential information with discretion.
Required Skill/Ability 4:
Superior communication, both verbal and written, as well as excellent customer service skills with the proven ability to interact with all levels of faculty and staff. Demonstrated ability to be responsive and provide consistent updates and information.
Required Skill/Ability 5:
This position does require occasional early morning and/or evening meetings. Availability to facilitate to these meetings is required. Ability to keep the meetings running and on track is necessary.
Preferred Education, Experience and Skills:
Experience in an academic setting working with faculty.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
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.
COVID-19 Vaccine Requirement
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.
Posting Disclaimer
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 particular position. Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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).
W.L. Harkness Hall, 3rd Floor, Room 303
100 Wall Street, New Haven CT 06511
203-432-0849
equity@yale.edu
Note
Yale University is a tobacco-free campus