28-Nov-2022

School of Management - Deputy Dean

77692BR

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

Work Location

Central Campus

Worksite Address

165 Whitney Avenue
New Haven, CT 06511

Work Week

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Serve as an integral member of the Deputy Dean’s office support team. Provide high-level administrative support including meeting planning and coordination, expense management, office supply ordering, travel coordination, and other assorted administrative duties to the Deputy Dean for Faculty, the Deputy Dean for Strategy, and other members of the Deputy Dean’s office staff. Work closely with Deputy Dean’s office staff members on a number of activities related to faculty affairs, including recruiting, promotions, reappointments, leaves of absence, and retirements. The Senior Administrative Assistant must be able to handle confidential/sensitive information with the utmost discretion. Reports to the Deputy Dean’s Office Supervisor. Coordinate faculty meetings, ad hoc seminars, and training/orientation programs for Deputy Dean’s Office, including making room reservations, scheduling meeting times, sending Outlook invitations, creating Zoom (or other video conferencing software) links, tracking acceptances and attendance, setting itineraries, arranging for catering, assisting with room setup and A/V operation, and making travel accommodations for guests. Format, prepare and distribute materials for faculty meetings, faculty training/orientation sessions, and other faculty affairs-related events. Write and send emails and faculty communications using a clear and professional tone. Proofread and edit a variety of materials for grammatical and factual accuracy. Use the University’s electronic systems for expense management and supply ordering. Work closely with SOM’s business office in execution of all financial transactions. Process expenses and order office supplies for members of the Deputy Dean’s office staff. Prepare all documents in accordance with University policies and procedures. Coordinate travel logistics for various visitors and guests, using the University’s travel booking system. Organize complex itineraries. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursement to Yale. Assist with various faculty-affairs related ad hoc projects and initiatives, as requested. Coordinate the use of faculty offices by visitors and part-time faculty. Track office utilization and manage the distribution and collection of office keys. Provide support for faculty recruitment, reappointments, and promotions. Use the University’s online system to post jobs and collect application materials or to create review packets and request letters of recommendation. Act as point of contact for search and promotion committees. Complete faculty appointment paperwork including new hires, promotions, reappointments, leaves of absence, and terminations. Assist incoming faculty with house hunting and relocation expense reimbursement, as needed. Coordinate faculty arrivals and departures to and from the University. Manage Postdoctoral, Postgraduate, Visiting Faculty, Visiting Fellow and Executive Fellow appointments, including communicating with the candidates and faculty sponsors, obtaining all necessary internal approvals, and processing applications and renewals. Assist eligible incoming faculty with visa sponsorship applications. Assist in the management of faculty records, including contracts, memos, appointment/payment forms, and materials for promotions/reviews. Maintain faculty-related content for the SOM website/portal, including faculty directory listings and faculty job openings. Serve as source of information to all staff and faculty on policies, procedures, and office activities related to faculty affairs. Perform additional duties incidental to office activities to maintain the highest level of customer service. The following Essential Duties are generic in nature; the information contained in this Position Focus are most relevant to this position.

Dept/Section URLhttp://som.yale.edu/about/careers

Dept/Section URL

http://som.yale.edu/about/careers

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:

Excellent computer skills including Intermediate to advanced skills with Windows and Microsoft products: Word, Excel, and Outlook Calendar. Ability to perform Internet research.

Required Skill/Ability 2:

Excellent attention to detail and accuracy, with demonstrated ability to concentrate and perform with constant and varied interruptions. Proven ability to function effectively as part of a team, to take direction, and to successfully execute requests with a minimal amount of oversight.

Required Skill/Ability 3:

Ability to prioritize to meet deadlines and conflicting demands in an organized manner. Discretion in handling sensitive or confidential information.

Required Skill/Ability 4:

Ability to regularly solve problems, take initiative, and anticipate actions needed. Ability to properly use independent judgment. Excellent attendance record.

Required Skill/Ability 5:

Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Candidates are encouraged to provide a cover letter. Writing sample required at interview. Ability to represent the School professionally.

Preferred Education, Experience and Skills:

Working knowledge of Yale policies and procedures. Experience working directly with faculty and processing faculty appointments in Workday. Ability to flex schedule to provide coverage as needed.

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