Chair's Asst & Academic Appointments Coordinator

Essential Duties

1.Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office.

Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3.

Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials.

Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5.

Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7.

Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities.

Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9.

Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

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:

Reporting directly to the Lead Administrator, this role serves as the Senior Administrative Assistant supporting the Chair of the Department of Earth and Planetary Sciences. Acting as the primary source of information for the Chair's Office, this position serves faculty and academic administration as the subject matter expert on all types of academic appointments and activities.

Proactively identifying and reporting potential issues or challenges that may impact the department, the incumbent suggests viable solutions to the Chair. Prioritizing office tasks effectively, they ensure the Chair meets deadlines and conducts timely reviews for ladder faculty reappointments and promotions. This involves establishing reasonable schedules, organizing the selection, outreach, and letter submission processes for external referees, reviewing materials for compliance, and coordinating the secure distribution of electronic appointment and promotion documents to relevant committee members.

As the lead coordinator for the Department's annual senior and junior faculty search and recruiting efforts, the individual screens, triages, and resolves requests and questions. They manage applicant files using Interfolio and Box, overseeing on-site visits for senior and junior faculty. Additionally, they play a key role in managing all Postdoctoral Associate and Fellow appointments.

Responsibilities extend to coordinating and submitting the annual department instructional teaching request to the Dean's Office and overseeing special projects assigned by the Chair and Lead Administrator. The Senior Administrative Assistant manages faculty and committee meetings including taking and maintaining minutes, contributes to the preparation of reports and presentations, ensures materials and presentations are prepared in advance, and that all future calendar events are scheduled. They assess, coordinate, and troubleshoot technology requirements for meetings and events, overseeing the coordination and execution of events and special projects.

The role involves researching information and contributing to the preparation of reports, briefings, and presentations, as appropriate. The Senior Administrative Assistant coordinates and develops all aspects of faculty programs, such as search/promotion/tenure/leaves and joint and affiliated appointments, ensuring compliance with university, Faculty of Arts and Sciences (FAS), and department policies, procedures, and budgetary guidelines. Responsible for processing supplier setup, expense reimbursements, supplier invoice requests.

The candidate will take the leading role in coordinating work and communications activities with the Office for International Students and Scholars to secure visas; serve as a primary department liaison with FAS Dean's Office, Provost's Office, Office for Postdoctoral Affairs; and the Office for Equal Employment Opportunities.

Serving as the Chair's partner and advisor, the incumbent is responsible for the department's communication strategy. This includes managing and overseeing the website, newsletter, digital signage, and internal announcements.

They act as a subject matter expert in web communication and social media management, ensuring content clarity, organization, adherence to the website's style and tone guidelines, and visual appeal. As a department spokesperson, the Senior Administrative Assistant requires excellent proofreading skills to address spelling, grammar, and punctuation errors, maintain consistency in language usage and style, formatting issues, and ensure clarity and coherence in representing the department both internally and externally. Priority consideration will be given to candidates that submit a Cover Letter.

Preferred Education, Experience and Skills:

Demonstrated ability providing administrative support to faculty and/or academic departments. Proficiency with faculty searches, appointments, and promotions including Interfolio. Working knowledge with Workday HCM, Finances, Procurement; university academic and financial policies; event planning/coordination and travel arranging.

Proficiency with FSRP, Interfolio, Workday, OISS Connect, STARS

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.