HERC: Metro New York & Southern Connecticut Faculty Support and Communications Assistant in New Haven, Connecticut
Employer Name: Yale University
- 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 Skill/ability 1: Demonstrated previous experience in a high-level administrative support skills. Experience managing multiple calendars and the ability to coordinate travel. Proven record of resourcefulness and being a self-starter. Ability to think strategically and to identify/utilize available resources to complete tasks thoroughly and efficiently. Required Skill/ability 2: Well-developed problem-solving and organizational skills. Ability to work well with others. Proven ability to exercise good judgment, prioritize and manage competing deadlines in a fast-moving, deadline-driven department while maintaining accuracy, attention to detail, thoroughness and follow-through. Strong written and verbal communication skills. Required Skill/ability 3: Demonstrated intermediate proficiency with MS Outlook, Excel, and Word and to work with and learn various types of computer software programs. Technologically savvy with a well-developed ability to learn and adapt quickly and proficiently to new and existing technology, policies, and procedures. Required Skill/ability 4: Ability to coordinate postdoctoral/postgraduate and research faculty recruitment, academic appointment, and visa processes proactively and independently. Ability to process expense reports and reimbursements in accordance with University policy. Required Skill/ability 5: Excellent attendance, punctuality, and reliability as attested by references. Ability to travel between the Medical School and Central Campus. Preferred Education: Experience supporting web and social media initiatives coupled with an express interest in proactively supporting the departmental website and Intranet pages using Drupal and Yale Box, digital signage using RiseVision, and Facebook. Familiarity with Workday. Experience using Apple products. Advanced proficiency with MS Office Work Week: Standard (M-F equal number of hours per day) Posting Position Title: Sr Administrative Assistant, Faculty Support University Job Title: Faculty Support and Communications Assistant Preferred Education, Experience and Skills: Experience supporting web and social media initiatives coupled with an express interest in proactively supporting the departmental website and Intranet pages using Drupal and Yale Box, digital signage using RiseVision, and Facebook. Familiarity with Workday. Experience using Apple products. Advanced proficiency with MS Office 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.