Under the direction of the Assistant Director, Faculty Affairs, coordinates various aspects of the YSM Appointments and Promotions (A&P) process, including solicitation of senior level letters of evaluation, scheduling of A&P Committee meetings, and maintenance of relevant documents for an increasing volume of work. Reviews referee lists and letter templates submitted by departments for accuracy and completeness. Prepares and sends electronically the Dean's letter of request for evaluation of faculty appointments and promotions to experts in the field (referees), ensuring that all pertinent materials are included. Prepares a folder for each faculty candidate, inserting all appropriate documents. Contacts those referees who have not responded. Works with Dean's Office, committee members, and department coordinators to establish meeting dates. Prepares drafts of meeting agendas. Utilizes tools and systems to facilitate the business processes and ensure that activities are completed on a timely and accurate basis. Acts as a subject matter expert about the process and responds to questions from faculty and staff regarding the status of specific activities. Conducts departmental training sessions as required. May cover for other Faculty Affairs roles, as need.
Posting Position Title: Senior Administrative Assistant
University Job Title: Sr Admin Asst YSM Faculty Affairs
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Proven proficiency in an administrative support position. Strong interpersonal skills with ability to communicate effectively and diplomatically in written and verbal form with faculty and staff at all levels as well as external referees with demonstrated reliability, accountability and accuracy for information provided.
Required Skill/ability 2: Proficiency with MS Word and Excel. Comfortable working with new technology and systems, Strong proficiency with Outlook calendar and demonstrated ability to handle heavy scheduling.
Required Skill/ability 3: Rigorous attention to accuracy and timeliness are critical. Proven ability to assume accountability for planning and operation of complex committees, meetings and other activities, multitasking, displaying significant independence and initiative.
Required Skill/ability 4: Demonstrated ability to exhibit high discretion, accuracy and credibility, with readiness to become an expert in this team. Proven ability to progress successfully up a steep learning curve.
Required Skill/ability 5: Willing to learn new systems and processing flows in order to provide the best service to customers. Flexible. Ability to adjust to changing environment. Ability to work successfully within a team environment and as an individual contributor. Maintain confidentiality at all times.
Preferred Education, Experience and Skills: Bachelor's degree. Knowledge of the University organization. Knowledge of a broad spectrum of University rules and procedures. Greater than two years of similar experience in a faculty affairs environment. Experience with Access database and with web update tools.
Required Licenses Or Certifications:
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.