29-Nov-2022

Pediatrics - Administration

77879BR

University Job Title

Administrative Assistant, Faculty Support

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

789 Howard Avenue
New Haven, CT 06519

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration, Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Manager, Faculty & Administrative Affairs, this position will handle all postdoctoral/graduate and visiting faculty appointments and student employment in the Department of Pediatrics. In addition, the position will be the point of contact for scholar and faculty visas in the department as well as assist the department’s Licensing & Credentialing Coordinator with the credentialing process. Responsibilities include coordinating the onboarding process with new postdocs and scholars, maintaining departmental files to ensure appropriate documentation is provided and all requirements are met. Help internal sections with advertising postdoctoral/graduate positions and manage the online application system. Enter postdoctoral/graduate positions into STARS and communicate with the appropriate office when the scholar arrives in New Haven. Generate all appointment/offer letters for new postdocs/grads and visiting faculty and ensure that minimum funding requirements are met, and salary levels follow the guidelines set forth by Yale and the NIH. Coordinate the reappointment and IDP processes for postdocs. Serve as the main source of information for regulations and requirements related to visa issues and postdoctoral/visiting faculty appointments within Pediatrics. Initiate the J-l and H-1B visa process for international scholars through OISS Connect and coordinate directly with scholars regarding guidelines and requirements. Manage the departmental paperwork for visas and work directly with Yale’s OISS advisor to ensure all requirements are met. Initiate visa transfers, extensions and status changes (such as F-l to J-l or H-1B). Insure that OISS is notified of any funding changes and that visa paperwork is up to date so that both Yale and immigration policies are followed. Keep track of time sensitive processes such as reappointments, salary increases, leaves, terminations and visa extensions/expirations. Communicate with the PI to confirm reappointments or terminations and process accordingly. Advise PIs regarding appropriate salary increases and generate reappointment letters. Pro-rate salaries as appropriate when new appointments, reappointments, or terminations occur mid-month. Communicate with postdocs and visiting faculty who are terminating regarding the end of appointment process. Communicate with the YSM Faculty Affairs Office and YSM Postdoctoral Office. The Postdoctoral/Faculty Affairs Coordinator will provide assistance to Pediatrics Faculty Affairs Licensing and Credentialing Coordinator for the credentialing process and provide backup coverage for this role. This position will also become knowledgeable in the other areas of Pediatrics Faculty Affairs such as faculty recruitment, appointments and promotions, and faculty merit and compensation in order to provide hands-on support and coverage. Provide assistance with Workday transactions and reporting for postdocs and faculty. Participate in projects, presentations and other duties as assigned by the manager.

Essential Duties

1. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 2. Provides logistical and clerical support faculty, students, and visitors. 3. Serves as EMS preparer and uses eShip Global. Prepares orders in SciQuest. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Coordinates event activities including travel and lodging arrangements, publicity, reserving rooms, media services and catering, contacting attendees, creating agendas, collecting information and documents for both domestic and international reimbursements. 6. Maintains, modifies and updates and existing website. Keeps website current, determines sources of and compiles information for updates and input. 7. Prepares teaching materials including assembling syllabi and course packets and makes arrangements for class visitors (travel, lodging, reimbursements). 8. Maintains shared department calendars. 9. Gathers information and writes and proofreads routine correspondence and reports. 10. Creates and maintains files. 11. May perform other duties as assigned.

Required Education and Experience

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

Required Skill/Ability 1:

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 deadline with a high degree of accuracy.

Required Skill/Ability 2:

Strong communication skills (verbal and written) with the demonstrated ability to provide information and direction in completing required processes and paperwork. Superior customer service skills.

Required Skill/Ability 3:

Proven ability to use 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.

Required Skill/Ability 4:

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.

Required Skill/Ability 5:

Demonstrated excellent attendance record and reliability. Ability to handle sensitive and confidential subject matter with discretion. Self-motivated, open to feedback and willingness to step in where needed.

Preferred Education, Experience and Skills:

Prior experience in an academic setting. Experience with Workday, STARS recruiting systems, Interfolio, Salesforce, SharePoint and Epic preferred but not required.

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