Sr. Admin Assistant - Faculty & Academic Affairs (71414BR)

Posted: 2/14/22

Position Focus

Reporting to the Director of Academic Operations of the School of Nursing (YSN), the Sr. Administrative Assistant, Faculty & Academic Affairs will provide high-level administrative and clerical support to the Director and will support a broad range of faculty affairs lifecycle processes, procedures, and communications in the Office of the Executive Deputy Dean. Exercising independent judgment and initiative, the incumbent will support faculty hiring and recruitment, including coordinating candidate recruitment visits, onboarding new faculty, appointments and promotions, contract renewals, leaves, and annual reporting. The Sr. Administrative Assistant will assist with systems administration and upkeep and maintenance of faculty related records.

In all work, supports YSN diversity and inclusion values and commitments.

A cover letter and resume are required with this application.

Essential Duties

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments.
    
2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.
    
3. Inputs data into databases and runs reports to verify accuracy and integrity of data.
    
4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules.
    
5. Reviews promotion materials from assigned departments and schools to ensure compliance.
    
6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members.
    
7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers.
    
8. Reviews information gathered for faculty searches by the search committee.
    
9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems.
    
10. Serves as member of support teams and provides back-up for other support staff.
     
11. Maintains records as required by Yale or government policy.
     
12. Processes additional appointments as needed.
     
13. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Required Skills/Abilities

1. Proven proficiency in an administrative support role. Demonstrated ability to take initiative, anticipate actions, and use independent judgment. Proven ability to problem solve complex issues, recognize and address urgent priorities and take steps to resolve problems independently or escalate as appropriate.
    
2. Proven ability to work independently and as part of a team. Strong organizational skills and the ability to prioritize and meet conflicting deadlines and follow schedules. Proven ability to adapt in unpredictable peaks in workload. Demonstrated ability scheduling and managing meetings and programs.
    
3. Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups with matters requiring a high level of discretion, good judgment, and professionalism.
    
4. Proven ability to understand and implement non-routine instructions and general policy statements/applications. Well-developed analytic, written/verbal communications and interpersonal skills, and ability to respond in a constructive and timely manner. Demonstrated diplomacy and excellent customer service.
    
5. Excellent computer skills. Proven ability to learn new database systems and prepare and generate reports on demand as required. Intermediate to advanced proficiency with Zoom, internet navigation and research skills, MS Word, Excel, PowerPoint, Outlook. Demonstrated experience with Outlook calendaring.

Preferred Education, Experience and Skills

Bachelor’s Degree. Minimum of 3 years of progressively responsible professional experience at an institute of higher education, working in faculty and/or academic affairs. Experience with faculty appointments and recruitment and workload models. Experience working directly with faculty and confidential information. Experience with Interfolio and Workday.

Drug Screen

No

Health Screen

No

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

Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 website

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.

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: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus.

Apply Now

STARS Requisition Number: 71414BR

Good luck!