Sr. Administrative Assistant/Academic Specialist

31-Jan-2024

Psychology - Business Operations

86059BR

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

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Medical School Campus

Worksite Address

100 College Street
New Haven, CT 06506

Position Focus:

Under limited direction of the Lead Administrator, Operations Manager, and the Department Chair, the Senior Administrative Assistant/Chair’s Assistant/Academic Specialist is responsible for the day-to-day administrative tasks supporting Department Chair-related activities within the Department of Psychology. These duties include, but are not limited to: serves as the principal source of information regarding policies and procedures related to faculty, researchers, postdoctoral/postgraduate appointees, visiting fellows and laboratory associates; coordination of faculty searches; appointment, reappointment, and promotion process for faculty, non-ladder faculty, researchers and postdoctoral/postgraduate associates/fellows; faculty summer compensation requests; secondary (courtesy) faculty appointments and reappointments; faculty academic leaves; attend and take minutes for faculty meetings; coordinate activities with the Office for International Students and Scholars to secure visas; serve as a department liaison with FAS Dean’s Office, Provost’s Office, Office for Postdoctoral Affairs; the Office for Equal Employment Opportunities, and other Yale departments; on- and off-boarding tasks.

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:

Strong organizational, prioritization, and communication (verbal and writing) skills. Ability to write first drafts for Department Chair; excellent grammar, spelling, editing and proofreading skills. Ability to self-correct work product. Excellent time-management skills. Ability to follow up on tasks. Acute attention to details.

Required Skill/Ability 2:

Ability to work independently and follow project to completion. Well-developed multi-tasking skills. Ability to effectively address multiple projects, often with conflicting deadlines, with high degree of accuracy. Demonstrated ability to perform well under pressure and represent Department in a consistently professional manner in and outside of Yale.

Required Skill/Ability 3:

Exceptional interpersonal skills. Proven ability to work independently and with a team of 10+ co-workers in a busy service oriented work environment.

Required Skill/Ability 4:

Proven ability to use Microsoft Outlook and web browsers. Demonstrated ability and willingness to learn new systems, processes and technology.

Required Skill/Ability 5:

Punctual with demonstrated excellent attendance record and reliability. Ability to handle sensitive and confidential subject matter with utmost discretion. Self-motivated and open to feedback.

Preferred Education, Experience and Skills:

Proven ability with process improvement. Proven ability to be a team player and collaborative. Experience working with faculty. Experience working in an academic environment. Experience with the STARS platform.

Weekend Hours Required?

No

Evening Hours Required?

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

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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).

Note

Yale University is a tobacco-free campus