Assistant Director, Faculty Affairs

28-Mar-2024

Faculty Affairs - SEAS

87446BR

University Job Title

Assistant Director 2

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

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

Central Campus

Worksite Address

17 Hillhouse Avenue
New Haven, CT 06511

Position Focus:

Under the direction of the Assistant Dean for Faculty Affairs of the School of Engineering and Applied Science (SEAS), this position will manage a wide variety of faculty affairs processes and activities for all SEAS Faculty, including Ladder and Research Tracks, and Instructional, Adjunct, Voluntary, Secondary, and Visiting appointments.

The Assistant Director will play an integral role in the interface between the SEAS Dean’s Office and the SEAS departments, working closely with chairs, chair’s assistants, faculty, and administrators to ensure timely and accurate management of processes and adherence to deadlines. 

With latitude to exercise independent judgment, the incumbent will manage the SEAS faculty “life cycle” processes which include, but are not limited to: faculty appointments, reappointments, promotions, leaves, faculty searches and recruitment and on/off boarding. Leading faculty lifecycle procedures, the Assistant Director will serve as the subject matter expert on rules governing faculty appointments, and will provide best practices, monitor progress, and ensure compliance with SEAS and University guidelines.     

Working collaboratively with the Assistant Dean for Faculty Affairs and the Deputy Dean for Faculty Development, the Assistant Director will support the development and execution of faculty development and mentoring programming. 

The Assistant Director will provide direct supervision to the SEAS Faculty Affairs Specialist.  They will identify priorities, manage workload, performance, and training, and will be responsible for establishing work standards and expectations.  Will provide guidance to SEAS departmental staff supporting faculty affairs processes.  In partnership with SEAS operations managers, ensures departmental awareness of faculty affairs processes, procedures, and deadlines. 

The Assistant Director will develop and maintain robust departmental and school-wide process documents and training manuals for faculty affairs processes and related systems.  The Assistant Director will be responsible for creating, maintaining, and conducting an annual review of all documentation and forms used for the various faculty affairs processes identifying opportunities for continual improvement.  Will lead instructional meetings to school-wide administrative support staff supporting faculty affairs processes and procedures. 

The incumbent will work collaboratively with department Chairs Assistants, Operations, Finance, and other key stakeholders at SEAS to ensure a consistent and smooth onboarding experience for all new faculty.  Will work closely with SEAS leadership to develop, implement, and assess annual SEAS new faculty orientation programming. 

Responsible for leading the initiation and maintenance of faculty appointments, reappointments, transfers, and promotions into Workday, including monitoring, and acting on end dates, notifications, reporting, and analysis.  Will manage the tracking of faculty extra compensation commitments and ensure timely payment. 

Works regularly with databases (Porter, FileNet), Interfolio, and Workday to ensure faculty information is accurate and consistent across platforms.  Responsible for maintenance of SEAS faculty files.  Produces reports and summaries on trends to provide inputs for data driven decision making. 

Serve as primary SEAS Dean’s Office contact for Office of International Students & Scholars (OISS) for faculty. Work closely with departments to ensure timely and accurate preparation of visa and green card documentation.  Serve as a source of information regarding visa process and status.

Other duties as assigned. 

Please submit a cover letter with your application.

Essential Duties

1. Manages and leads research on various federal rules and regulations as well as University policies and procedures to resolve problems and determine the best course of action for the functional area. 2. Recommends course of action to higher authority for the handling and disposition of problems related to the functional area. 3. Counsels faculty, students and staff on issues related to administrative operations of the University function and areas of concern for the function. 4. Manages statistical and analytical information regarding office activities and areas of operational and administrative concern for the function. 5. Leads in long-range planning for the office activities of a specific functional area. 6. Interprets and administers various University and federal policies and regulations. 7. Disseminates accurate and up-to-date information regarding areas of concern. 8. Formulates and establishes policies regarding area’s function. 9. Manages a staff of exempt and non-exempt employees. 10. May perform other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of experience or an equivalent combination of education and related experience.

Required Skill/Ability 1:

Demonstrated knowledge of faculty recruitment, appointments, promotions and visas. Demonstrated ability and working knowledge of faculty affairs policies and procedures. Proven ability to ensure compliance with University policies and procedures to provide direction and support as needed to faculty, postdocs, students, and staff.

Required Skill/Ability 2:

Exceptional interpersonal skills and proven ability to interact effectively with a diverse client base.  Demonstrated ability to handle sensitive and confidential matters with the utmost discretion.  Sound independent judgement and ability to perform well under pressure. 

Required Skill/Ability 3:

Strong supervisory and delegation skills to directly manage administrative staff.  Demonstrated ability to manage conflicts and interpersonal relations. Demonstrated ability to solve problems, take initiative, and anticipate needs independently and as a member of a team and escalate issues when appropriate. 

Required Skill/Ability 4:

Exceptional organizational, multitasking and prioritization skills.  Proven ability to effectively address multiple projects, often with conflicting deadlines, with a high degree of accuracy and attention to detail. Proven ability to work independently and follow through on a variety of tasks to completion.

Required Skill/Ability 5:

Well-developed oral and written communication skills. Proven ability to craft correspondence with minimal guidance.  Excellent computer and technical skills with the ability to adapt quickly to changing technology. Proficiency with Microsoft Office. Exceptional data management skills.

Preferred Education, Experience and Skills:

Proven experience in an academic environment managing faculty appointments, leaves, promotions. Supervisory experience. Demonstrated experience working in Workday and Interfolio software systems. Proven experience with the Visa process.

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