Chair’s Assistant and Comm. / Sr. Admin Asst. 2

06-Feb-2024

Molecular Biophysics and Biochemistry - Business Operations

86243BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

University Job Title

Senior Administrative Assistant 2

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade E

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

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

266 Whitney Avenue
New Haven, CT 06511

Position Focus:

Reporting to the Lead Administrator this position serves as the Senior Administrative Assistant supporting the Chair of the department of Molecular Biophysics and Biology. Responsible for the department’s communication strategy, by managing and overseeing the website, weekly newsletter, digital signage, and internal announcements. Acts as a subject matter expert in web development and social media management to ensure content clarity, organization, adherence to the website’s style and tone guidelines, and visual appeal. Adept in using various software programs including Drupal, Panopto, RISE Vision, Beatrix, Yale Message, and Google slides, to facilitate effective communication of departmental news, events, and faculty and student updates. As a department spokesperson, requires excellent proofreading skills to address spelling, grammar, and punctuation errors, maintain consistency in language usage and style, formatting issues, and ensure clarity and coherence in representing the department. Supervises three graduate students serving as News Team members; edits and publishes their news items, ensures engaging content in social media postings, and oversees student payment. Creates high-quality, compelling content for the website. Serves as the principal source of information for the Chair’s Office, serving faculty and academic administration in both FAS and the School of Medicine. Proactively identifies and reports potential issues or challenges that may affect the department to the Chair and suggests viable solutions. Determines office priorities and ensures the Chair meets deadlines effectively. Ensures timely reviews for ladder faculty reappointments and promotions by establishing reasonable schedules, organizing the selection, outreach, and letter submission processes for external referees, reviewing materials to ensure compliance, and coordinates the secure distribution of electronic appointment and promotion documents to appropriate committee members. Lead coordinator for the Department's annual senior and junior faculty search and recruiting efforts by screening, triaging and/or resolving requests and questions, handling applicant files using Interfolio and Box, and managing on-site visits for 4-5 senior and up to 4 junior faculty. Coordinates and submits the annual department instructional teaching request to the Dean’s Office. Records and tracks changes of department space plans for 3 locations and makes recommendations to the Chair and Lead Administrator. Oversees special projects assigned by the Chair and Lead Administrator. Manages faculty and committee meetings, contributes to the preparation of reports and presentations, ensures that materials and presentations are prepared in advance and that preparations for all future calendar events are on schedule. Assesses, coordinates, and troubleshoots technology requirements for meetings and events. Oversees the coordination and execution of events and special projects. Research information and contributes to the preparation of reports, briefings, and presentations, as appropriate. Maintains space management tools, such as the space by PI matrix and departmental lab and office space maps. Coordinates and develops all aspects of faculty programs, such as search/promotion/tenure and appointments ensuring compliance with university and department policies, procedures, and budgetary guidelines. Serves as the Chair’s partner and advisor. Responsible for processing supplier setup, expense reimbursements, supplier invoice requests.

Essential Duties

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Required Skill/Ability 1:

Demonstrated strong writing skills to include grammar, syntax, and the ability to express complex ideas clearly and concisely. Proven ability to update a variety of digital platforms, including websites, intranet, blogs, and social media.

Required Skill/Ability 2:

Proven ability working in an academic environment among faculty, students, and staff. Ability to handle sensitive and confidential subject matter with the utmost discretion. Act as a representative of the Chair’s Office with professionalism in demeanor and communication.

Required Skill/Ability 3:

Strong leadership skills with the ability to ensure program, projects, and assignments are fully completed in a timely manner. Ability to make independent and informed decisions, take initiative, follow-through, and to work independently as part of a team.

Required Skill/Ability 4:

Excellent people skills and ability to interact with a diverse population. Strong oral and written communications skills, with the ability to compose and distribute complex correspondence with a high degree of accuracy and attention to detail.

Required Skill/Ability 5:

Demonstrated ability of multi-tasking with strong organizational and prioritization skills, working in a busy environment with frequent interruptions. Ability to meet multiple competing deadlines. Proven ability to support event planning and execution. 

Weekend Hours Required?

No

Evening Hours Required?

Occasional

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