University Job Title
Senior Administrative Assistant
L34 - Local 34 (Yale Union Group)
Labor Grade D
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115 Prospect Street
New Haven, CT 06511
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
Reporting primarily to the Chair, with a secondary report to the department Administrator, mange day-to-day activities in the office of the Chair of a large social science department.
This position will provide comprehensive, high-level support to the Chair, departmental faculty and Postdoctoral positions in the search/promotion/tenure and appointment process. Coordinate all aspects of faculty appointments, reappointments, and promotions, including Ladder and Research Tracks, Voluntary, Adjunct, Lecturer and Postdoctoral appointments. Work closely with Department Chair, Operation's Manager and individual faculty members to ensure appointments, reappointments and promotions are processed promptly and accurately. Establish reasonable schedules, ensure timely reviews, review promotion materials for compliance, and distribution of electronic and secure promotion documents to appropriate committee members. Serve as the principal source of information regarding policies and procedures related to faculty “life cycle”. Assist in search process by coordinating candidates schedules, responding to, screening, and triaging requests, resolving issues, responding to questions regarding applicants and reference letter writers. Review information gathered for faculty searches by the search committee. Serve as departmental contact for OISS. Support faculty preparation of visa/pre-appointment documentation. Monitor and serve as a source of information regarding visa process and status.
Provide administrative support to the Political Science Department Chair. Manage department chair's calendar and oversee activities of the Chair’s Office, serving as the Chair’s primary point of contact. Organize and/or oversee large and small scale departmental sponsored meetings, lunches, and special events. Schedule and coordinate meetings and appointments. Coordinate detailed and complex domestic and/or international travel. Schedule and coordinate logistics with respect to events planning, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Responsible for the solicitation and compilation of information from multiple sources for various academic events.
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:
Exceptional interpersonal skills and proven ability to interact effectively with a diverse client base. Ability to handle sensitive and confidential matters with the utmost discretion. Sound independent judgement and ability to perform well under pressure.
Required Skill/Ability 2:
Exceptional organizational, multitasking and prioritization skills. Ability to effectively address multiple projects, often with conflicting deadlines, with a high degree of accuracy and attention to detail. Ability to work independently and follow through on a variety of tasks to completion.
Required Skill/Ability 3:
Well-developed oral and written communication skills. Proven ability to craft correspondence with minimal guidance.
Required Skill/Ability 4:
Demonstrated ability to solve problems, take initiative, and anticipate needs independently and as a member of a team. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.
Required Skill/Ability 5:
Proficiency with Microsoft Office, as well as the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as processing expense reimbursements and invoices. Exceptional data management skills.
Preferred Education, Experience and Skills:
Experience with Yale systems such as Workday, and Interfolio. Some knowledge of the Postdoctoral appointment process. Some experience with the Visa process and the Yale OISS.
Weekend Hours Required?
Evening Hours Required?
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: firstname.lastname@example.org.
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