Job Details

Chair's Assistant

University Job Title: Senior Administrative Assistant
Bargaining Unit: L34 - Local 34 (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Labor Grade D
Wage Ranges: Click here to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 217 Prospect Street
New Haven, CT 06511
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Administration
Total # of Hours to be Works: 37.5

Position Focus:
Reporting to the Administrative Services Supervisor, this position serves as the Senior Administrative Assistant supporting the Chair and the department of Physics. Provides comprehensive, high-level support to the Chair, as the Chair's Assistant, the departmental faculty and the search/promotion/tenure and appointment process. Serves as the principal source of information regarding policies and procedures related to faculty appointments. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. Reviews promotion materials to ensure compliance. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. Assists in responding to, screening, and triaging requests and assists resolving or triaging questions regarding faculty searches for applicants and reference letter writers. Reviews information gathered for faculty searches by the search committee. Processes additional appointments as needed. Serves as Physics liaison to cultivate relationships and builds networks with faculty and staff in other Yale departments, other universities, institutions and alumni. Responsible for processing supplier setup, expense reimbursements, supplier invoice requests Yale forms, policies and procedures. Coordinate detailed and complex travel, both domestic and international. Schedule and coordinate logistics with respect to events planning, including researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Strong working knowledge of Yale domestic and international travel policies and procedures including ACH and wire transfers. Prepare and distribute materials for meetings as well as taking minutes as needed. Actively updates and oversees the department website and digital e-board with fresh designs and content changes and assists with communication to the department and beyond. Work with the technical team to troubleshoot any website/e-board problems, update website format and accessibility compliance. Ensure facilities and office machines are maintained as needed. Respond to requests for information and provide assistance. Schedule and coordinate meetings and appointments. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.

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 experience and education.

Required Skill/Ability 1:

Excellent verbal, written and interpersonal communication skills. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgement. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.

Required Skill/Ability 2:

Ability to schedule and coordinate logistics for meetings, events and seminars including venue selection and setup, catering, travel and accommodations.

Required Skill/Ability 3:

Demonstrated intermediate proficiency with Microsoft Word, Excel and Outlook, as well as the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as processing expense reimbursements and invoices.

Required Skill/Ability 4:

Excellent organizational skills, and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Excellent customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team.

Required Skill/Ability 5:

Excellent attendance record, punctuality and reliability. Strong self-starter, who is adaptable, resourceful, well spoken, has a strong work ethic and a professional demeanor.


Preferred Education, Experience and Skills:
Demonstrated ability providing administrative support to faculty and/or academic departments. Working knowledge of Drupal. Experience with faculty searches, appointments and promotions including Interfolio. Experience with Workday HCM, Finances, Procurement; university academic and financial policies; event planning/coordination, IT Portal and Egencia.

Drug Screen: No
Health Screening: No

Background Check Requirements:


COVID-19 Vaccine Requirement:
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.


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.

To apply, visit https://sjobs.brassring.com/TGnewUI/Search/home/HomeWithPreLoad?partnerid=25053&siteid=5248&PageType=JobDetails&jobid=1573097



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