Sr. Admin. Assistant, Faculty & Academic Affairs

27-Feb-2024

School of Nursing - Deputy Deans Office

86716BR

University Job Title

Sr Administrative Assistant, Faculty Support

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

Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Worksite Address

400 C28 Admin West Campus Drive
Orange, CT 06477

Position Focus:

Yale School of Nursing (YSN) is seeking a Sr. Administrative Assistant for Faculty and Academic Affairs to join a dynamic and growing team in the Office of the Deputy Dean.  YSN, located on the beautiful and sprawling grounds of Yale West Campus, is conveniently located near major highways.  The Yale West Campus has a lot to offer including free parking, woodland walking trail, café and terrace dining, farm, The Barn at West Campus for special events, a fully equipped conference center, outdoor space to relax and unwind, wellness events (mindfulness exercise, to nature walks and yoga), and Fitness Center (free for the West Campus community)!  Photo Gallery Tour | Yale West Campus

The Sr. Administrative Assistant would be an integral part of the team, providing high-level administrative and clerical support to the Director of Faculty Affairs and will support a broad range of faculty affairs lifecycle processes, procedures, and communications in the Office of the Deputy Dean.  Exercising independent judgment and initiative, the incumbent will support faculty hiring and recruitment, including coordinating candidate recruitment visits, onboarding new faculty, appointments and promotions, contract renewals, leaves, and annual reporting.  The Sr. Administrative Assistant will assist with systems administration and upkeep and maintenance of faculty related records. In all work, supports YSN diversity and inclusion values and commitments .

A cover letter and resume are required with this application.

Essential Duties

1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Required Skill/Ability 1:

Proven proficiency in an administrative support role. Demonstrated ability to take initiative, anticipate actions, and use independent judgment. Proven ability to problem solve complex issues, recognize and address urgent priorities and take steps to resolve problems independently or escalate as appropriate.

Required Skill/Ability 2:

Proven ability to work independently and as part of a team.  Strong organizational skills and the ability to prioritize and meet conflicting deadlines and follow schedules. Proven ability to adapt in unpredictable peaks in workload. Demonstrated ability scheduling and managing meetings and programs.

Required Skill/Ability 3:

Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups with matters requiring a high level of discretion, good judgment, and professionalism.

Required Skill/Ability 4:

Proven ability to understand and implement non-routine instructions and general policy statements/applications. Well-developed analytic, written/verbal communications and interpersonal skills, and ability to respond in a constructive and timely manner. Demonstrated diplomacy and excellent customer service.

Required Skill/Ability 5:

Excellent computer skills. Proven ability to learn new database systems and prepare and generate reports on demand as required. Intermediate to advanced proficiency with Zoom, internet navigation and research skills, MS Word, Excel, PowerPoint, Outlook. Demonstrated experience with Outlook calendaring.

Preferred Education, Experience and Skills:

Bachelor’s Degree. Minimum of 3 years of progressively responsible professional experience at an institute of higher education, working in faculty and/or academic affairs. Experience with faculty appointments and recruitment and workload models. Experience working directly with faculty and confidential information. Experience with Interfolio and Workday.

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