Chair's Assistant- Electrical Engineering (SEAS)

20-Dec-2023

School of Engineering and Applied Science - Business Operations

85638BR

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, Business Operations

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

15 Prospect Street
New Haven, CT 06511

Position Focus:

Reporting to the department senior operations manager, and with the highest level of customer service, the Department Chair’s assistant delivers administrative support for the Department of Electrical Engineering (EE) and its Department Chair while overseeing the day-to-day operations of the chair’s office.  Duties include but are not limited to:

Chair and Department support:
Supports the Chair and may coordinate the Chair’s calendar.
Schedules and organizes faculty and other departmental meetings.
Maintains departmental email contact lists.
Acts as backup to other faculty support staff and chair’s assistants as needed. May support some faculty research and academic activities in a primary or backup capacity.
Runs the annual prospective graduate student recruiting weekend.
Schedules and organizes visits by seminar speaker visits and other external guests.
Acts as point person for department logistics, including key requests, room reservations, faculty/staff directories, etc.
Acts as an expert source of information to the department, visitors and to the general public with respect to department and University policies.
Prepares and disseminates department statistics to Yale development office and professional societies.
Processes student and temporary employees.
Supports student groups with campus space booking, travel support and procurement activity.
Provides overall department office administration support including but not limited to purchasing supplies, arranging travel, organizing events, preparing expense reports and reimbursement requests.

Appointments:
Working collaboratively with the SEAS Dean’s Office, assists with department faculty affairs processes for ladder, instructional, secondary, research, and visiting faculty, including searches, recruitment, appointments and promotions, and relocation and on-boarding. Guides the Chair on next steps, and ensures the Chair meets all deadlines. Coordinates logistics for ladder and instructional faculty searches in accordance with university guidelines, using Interfolio and the FSRP system. Supports appointments and promotions processes and assists with resolving or triaging questions. Coordinates appointments, reappointments, promotions, and terminations for postdocs, research staff, research affiliates and visiting fellows. Monitors and tracks appointments and advises chair and PIs on pending expirations. Completes all forms in accordance with university policies; works with PIs and administrators to ensure all documentation is processed in an organized and timely manner. Processes all visa requests timely. Monitors visa status and advises of pending expirations. Serves as the departmental liaison with the Dean’s Office for information regarding appointment policies and procedures. Maintains integrity of department appointment files.

Registrar duties:
As undergraduate registrar for the department, supports the Director of Undergraduate Studies. Coordinates faculty teaching assignments to ensure all core and mandatory courses are offered. Enters requests for teaching fellows for courses. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Updates Blue Book program descriptions and enters yearly course offerings. Communicates with majors. Organizes department commencement activities.

May perform other duties as assigned. Please note that the essential duties listed below are generic and the above position focus is more closely related to what the position will entail.

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:

Well-developed decision-making and problem-resolution skills. Ability to plan, organize, and manage a large volume of work and many different administrative tasks in a complex, fast-paced environment. Ability to engage in several tasks at the same time and tolerate frequent interruptions in any one task and still execute it in a reasonable timeframe.

Required Skill/Ability 2:

Strong interpersonal skills and demonstrated ability to communicate in a clear, consistent, and collegial manner. Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University. Demonstrated experience in managing relationships and influencing outcomes.

Required Skill/Ability 3:

Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed. Ability to anticipate changes in the business/academic environment and proactively manage change.

Required Skill/Ability 4:

Experience in an Administrative Support role. Advanced analytical skills and financial aptitude. Possess strong Excel (including other Microsoft Office products) skills, mathematical and the ability to analyze financial data.

Required Skill/Ability 5:

Demonstrated creativity and effectiveness in a complex organization. Sensitivity to and ability to effectively maintain confidentiality of information and materials. Mature judgement when handling sensitive issues. Ability to prioritize, anticipate and proactively solve problems.

Preferred Education, Experience and Skills:

Previous experience working in an academic environment; demonstrated faculty support skills. Familiarity with Workday and academic appointments. Event planning experience. Advanced proficiency with MS Office.

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