Senior Administrative Assistant, YSPH Faculty Affairs

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Overview

Reporting to the Director of Faculty Affairs at the Yale School of Public Health (YSPH), the Senior Administrative Assistant will coordinate and lead a wide variety of activities to support the Faculty Affairs Office in Faculty Affairs.

This position will serve as the principal contact for information on policies, procedures and office activities related to faculty affairs, and triage accordingly. The qualified candidate will provide overall coordination of faculty search and recruitment related activities. This position will also provide school-wide support for all student employment needs, as well as internships and international Visiting Students in Research (VSR) processing.

Essential Duties:

Faculty Searches and Support to Director, Faculty Affairs 50%

• Provide administrative support (i.e. calendaring, expense management, travel) for the Department of Faculty Affairs.

• Provide administrative support for YSPH School level faculty including scheduling committee meetings as needed, travel arrangements, interview schedules.

• Provide auxiliary support/guidance to YSPH departmental administrative assistants across the school as needed with seminar planning, catering, room reservations, and processing of reimbursements as related to faculty searches.

• Continuously provide updates and communications to YSPH search committee(s) and candidate(s) on all changes and make judgement calls when needed to ensure the proper flow and expectations of the process.

• Maintain accurate files for final faculty searches including proof of advertisement(s)/receipts, required candidate documents, referee letters, and applicant outcomes.

• Support Faculty Onboarding initiatives including catering, room reservations, etc.

• Order and maintain supply inventory for office.

Student Employment and Visiting Students/Interns 50%

• Coordinate and process all student employment requests, wage changes, COA changes and rehires for all departments at YSPH, serving as the subject matter expert on the hiring process.

• Work with accountants in OFA to ensure funding is available and confirmed for student hire expenditures.

• Process all visiting students in research and internships for YSPH ensuring all documentation is up to date and complete, ensuring the appropriate departments and administrators are engaged.

• Onboard all interns with Workday processes, tax forms, I9 documentation, etc.

• Other duties as assigned.

Required Skills and Abilities

1. Previous administrative/support experience. Ability to maintain confidentiality. Ability to take initiative and anticipate actions needed. Ability to use independent judgment.

2. Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Superior customer service skills. Ability to interact with all levels of students, staff, faculty, and recruits.

3. Ability to prioritize time, meeting deadlines and following schedules; multi-task effectively with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines.

4. Excellent computer skills including well-developed knowledge of Microsoft Office Suite.

5. Ability to function effectively as part of a team. Flexibility in recognizing urgent priorities and taking steps to resolve problems independently. Excellent follow-up skills. Ability to adapt to unpredictable peaks in workload.

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.

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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.

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 hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.