Chair's Assistant, Spanish and Portuguese

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

$31.83

The Chair’s Assistant provides high-level administrative support to the Chair of the Department of Spanish and Portuguese and is responsible for managing the full lifecycle of academic appointments. Reporting to the Operations Manager, the position is a part of a three-person administrative team also supporting financial operations and departmental event planning as needed.

• Works with the Chair on all aspects of faculty affairs including searches, recruitment, appointments, promotions, reappointments, on-boarding and terminations ensuring all deadlines are met.
• Manages and monitors all visa requests to ensure timely processing and compliance.
• Manages student job postings, hiring, timesheet approvals, and payment processing.
• Serves as resource for the Chair, faculty and students on Yale processes, policies, procedures, forms, and other activities.
• Provides support in the areas of event planning, travel arrangements, and expense processing financial operations, as needed.
• Processes travel grants for faculty and students.
• Performs additional functions as assigned.

This is a 30-hour per week position that includes a full benefits package, including medical, dental, and vision coverage, as well as paid time off.

• 1. Demonstrated strong customer service skills and the ability to work effectively with faculty, students, and staff while fostering a professional and supportive environment.
• 2. Strong verbal and written communication skills. Self-motivated with the ability to take initiative, solve problems, and make independent decisions. Demonstrated ability to handle sensitive information with discretion, confidentiality, and diplomacy.
• 3. Exceptional attention to detail, strong organizational and follow up skills, and a demonstrated ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment.
• 4. Demonstrated intermediate proficiency in Microsoft Office applications, including Word, Excel, and Outlook, with the ability to quickly learn and adapt to new software and applications.
• 5. Demonstrated reliability, punctuality, and consistent attendance, with flexibility to work occasional evenings and weekends as needed.

• 1. Fluency in Spanish and/or Portuguese.
• 2. Experience in a university setting providing direct support to faculty and students.
• 3. Prior experience with Workday and/or Interfolio.
• 4. Demonstrated experience with financial operations, travel arrangements, and event planning.

• 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…