Sr. Administrative Assistant, FAS Dean’s Office

Yale Cancer Center; New Haven (CT); On-site; USD 60,000 - 90,000; Full time

Job summary

Yale University is seeking a Senior Administrative Assistant reporting to the Finance & Administrative Manager for the FAS Dean’s Office. The role provides primary administrative support to a divisional dean and associate dean, coordinating meetings with faculty, chairs, and committees, and may assist other deans as needed.

The position also handles preparation and dissemination of hundreds of appointment-related letters, oversees faculty reviews and disclosures, and supports faculty searches,

Qualifications

• Six years of related work experience with progression in a similar role or a Bachelor’s degree with commensurate experience.
• Experience coordinating meetings, events, and seminars; organizing materials for grants, contracts, and budgets.
• Ability to maintain confidentiality with sensitive materials and professional representation of the office.
• Strong written and verbal communication; ability to work with faculty, staff, and administrators.

Responsibilities

• Oversee administrative, program, and office activities; establish procedures and systems.
• Coordinate materials for grants, contracts, and budgets; monitor expenditures and reconciliations.
• Provide editorial support and proofreading for documents; track copy and production.
• Coordinate travel, meetings, and appointments; manage supplies and general office duties.

Skills

Administrative support

Organization

Confidentiality

Meeting logistics

Communication

Interpersonal skills

Education

Six years of related work experience

Tools

Interfolio

Job description

Overview

Reporting to the Finance & Administrative Manager for the Faculty of Arts and Sciences (FAS) Dean’s Office, the Senior Administrative Assistant will have administrative, faculty lifecycle, and office affairs responsibilities. The role will be the primary administrative support to an FAS divisional dean, and FAS associate dean, including organizing meetings with individual faculty members, groups of department and program chairs, and division- and FAS-wide committees. This position may also provide administrative support to other deans in the office.

In addition, this position involves the coordination, production, and dissemination of several hundred sensitive letters regarding terms of appointment and leadership to faculty candidates and current faculty members each academic year. This could include any and all of: creating initial drafts; circulating multiple revisions to departments, deans and senior staff within the FAS Dean’s Office and counterparts in the Provost’s Office, the Office of Faculty Administrative Services and other key contacts within and beyond the university; tracking the status of required reviews and approvals; sending final drafts to candidates, and maintaining records of all terms in the Porter database and FileNet.

This position may also oversee or provide support for some faculty leave approval processes, secondary appointment processes, and faculty salary letters.

Position responsibilities to include support with external departmental reviews, event planning, expense management, and ordering supplies.

As a central resource to FAS departments and programs, the position will assist units in need with the processes for faculty searches, reviews, promotions, and tenure. Uses templates to prepare and disseminate required documents for ladder faculty, searches reviews, promotions, and tenure. Creates, updates, and moves forward ladder faculty search, review, promotion, and tenure cases in Interfolio. Communicates clearly and explains other relevant rules and procedures governing letters, forms, questionnaires, referee/comparators, advertisements, and other requirements. In accordance with the Faculty of Arts and Sciences Tenure and Appointments Policies works with department leadership and staff to ensure processes move smoothly and with relative deadlines and requirements for documentation.

Perform other duties as assigned and provide coverage for other staff in the office.

Required Skills and Abilities

1. Prior experience providing administrative support. Excellent organizational skills with strong attention to detail. Demonstrated ability to multitask, prioritize tasks, meet deadlines, and work effectively with conflicting and competing deadlines and time constraints. Excellent customer service skills.
2. Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook. Ability and willingness to learn new technology and systems. Demonstrated ability to exercise discretion and maintain strict confidentiality in handling sensitive materials. Ability to represent the FAS Dean’s Office and the University professionally.
3. Demonstrated ability and experience providing administrative support, scheduling meetings, and coordinating the logistics of meetings, events, and seminars. Demonstrated ability and experience with expense management and processing and planning and supporting events.
4. Demonstrated ability to solve problems, take initiative, and anticipate actions, as needed, with conflicting demands. Excellent written and verbal communication skills. Proven ability to articulate ideas and communicate them clearly. History of excellent attendance/punctuality.
5. Excellent interpersonal skills and ability to communicate and work with faculty, staff, and administrators. Demonstrated ability to work collaboratively and independently in an organized and productive manner.

Preferred Skills and Abilities

1. Demonstrated experience planning and supporting events and expense management.
2. Prior experience in an academic setting and knowledge of the faculty life cycle.

Principal Responsibilities

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.

Location

1 Hillhouse Avenue, New Haven, Connecticut

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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 dutiesand responsibilities of the position. Employees will be assigned specific job-related duties throughtheir hiring department. 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).

Note

Yale University is a tobacco-free campus.