Senior Admin Asst, Faculty Support

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 demonstrated experience and education.

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.

Position Focus:

Provide high-level administrative and operational support to faculty members, including coordination for programs and initiatives, projects, conferences, faculty recruiting, support for teaching and research, copy-editing, and financial transactions. Reports to assigned faculty members and the Associate Director of Faculty Support.

1. Oversee and coordinate administrative programs and office activities for faculty members. Establish and implement procedures and systems; serve as principal source of information, including policies and procedures.

2. Coordinate logistics for events, conferences, seminars, and programs held on and off campus including site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Prepare materials, required forms, and reimbursements.

3. May coordinate with internal and external partners on behalf of faculty supporting teaching and research.

4. With supervisory oversight, schedule and provide peer training for incoming staff. May provide work guidance to team members.

5. Responsible for comprehensive understanding of financial transactions, documentation, processing requirements. May serve as resource on financial processes for department.

6. May perform complex editing, revising, and proofreading including faculty research papers, abstracts, and letters. Confer with authors on content, form, and style.

7. Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process.

8. Use the University's electronic systems for expense management, vendor set-up, creating requisitions for goods and services. Collect documentation and monitor reimbursements. Work closely with department's business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures.

9. Maintain complex calendars for faculty, scheduling across time zones.

10. Support courses for faculty, may include complex core courses. Secure, purchase, scan teaching materials, in accordance with copyright law. Use learning management system to upload syllabi, materials, create assignments, discussion boards, groups and publishes with faculty permission. May assist with classroom exercises, guest lecturers, and podium support.

11. Support assigned courses as session coordinator. Uses Zoom (or other video conferencing platforms) to schedule and manage remote classes. Works with Media Services to troubleshoot technical issues. May run reports, moderate participation and attendance, create breakout rooms.

12. Search for information and obtain articles online and in various libraries. Submit research papers online.

13. Gather, compile, organize and manipulate data to create reports or summaries. May design spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations.

14. Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, taking meeting minutes, tracking attendance at meetings, and other matters, as requested.

15. Update faculty websites.

16. Identify problems with workflow, equipment and environment. Make suggestions for improving the workplace. Manage ordering, stocking, distribution of office and kitchen supplies, and incoming and outgoing mail and packages.

17. Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems.

18. As assigned, provide coverage in all faculty support areas and other administrative departments.

19. Perform additional duties incidental to office activities as necessary to maintain highest level of support and service.

Preferred Education, Experience and Skills:

Bachelor's degree. Demonstrated experience with event support, administrative support, learning management system, and expense management. Web maintenance skills. Ability to provide basic AV support. Proven experience with Yale policies and procedures.

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.