Senior Administrative Assistant & Registrar

Hourly Range

$31.05

Reporting to the Operations Manager, this position serves as Registrar and Senior Administrative Assistant, and Chair’s Assistant in the Department of Slavic Languages and Literatures.

The current members of the department continue its traditions of engaging in innovative teaching and scholarship on the literatures, languages, and cultures of the Slavic peoples. The Department offers both undergraduate and graduate degrees, with several possible tracks in each, but with a primary emphasis on Russian literature and culture, and especially film.

This position will support Slavic Languages and Literatures for the following work: coordinating the department faculty appointment process, including searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations. Guides the Chair on the next steps, and ensures the Chair meets all deadlines. Serves as the principal source of information regarding policies and procedures related to faculty searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations.

Reviews related information for accuracy and compliance and coordinates the secure distribution of documentation to committee members as needed. Responds to, screens, and triages requests and resolves or triages questions from applicants, committee members, and other stakeholders.

Responsible for event planning including budgeting, advertising, agendas, booking travel (international and domestic), lodging, catering, a/v, and planning for space needs. Evening hours are occasionally required related to department events. Processes non-grant and grant-related expense reimbursements, invoices, and purchase orders using the Workday financial application system. Sets up international and domestic suppliers in Workday and assists in preparing Professional Service and Consultant Agreements and contracts.

Creates student jobs in Student Employment and hires students. Provides high-level of support to faculty.

Serves as the principal source of information for students, staff, and faculty on Yale forms, programs, policies, procedures, and office activities. Answers and screens telephone calls; assess the nature of business. Responds to requests for information and provides assistance. Schedules and coordinates meetings and appointments. Orders and maintains an inventory of supplies. Assists in department website maintenance.

Performs additional functions incidental to office activities.

The Registrar will act as the primary student records contact for the Director of Undergraduate Studies (DUS). This position will be the departmental source for course and curriculum support, degree progress, academic deadlines, policies, procedures, and activities.

• Overseeing and coordinating administrative, program, and office activities of the DUS.
• Serving as the primary support for DUS and principal contact for managing degree progress or activities related to registration, etc.
• Monitoring student records to ensure compliance to academic regulations and program requirements for graduation using Degree Audit and/or Faculty Student Advising and notifying DUS of identified problems for faculty action.
• Coordinating teaching schedules for academic classes; scheduling classroom assignments; assisting the DUS in analyzing needs and determining teaching fellow assignments including entering information in Teaching Fellow System (TFS); scheduling course offerings and discussion sections in Course Leaf; assisting with student academic activities and events.
• Responding to general inquiries and requests for information regarding the academic program.
• Developing expertise on departmental registrar processes and procedures.
• Position requires the ability to work independently while taking the initiative to complete work under limited supervision.

Self-directed; ability to take initiative, problem-solve and exercise independent judgment. Ability to manage time to be efficient and productive. Strong interpersonal skills, including the ability to interact well with a diverse population including students, visitors (domestic and international), faculty, and staff.

Excellent organizational skills, as well as written and verbal communication skills, with strong attention to detail, thoroughness, and follow-through. Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.

Ability to multi-task effectively with demanding time constraints. Work well under pressure addressing multiple projects. Excellent follow-up skills. Demonstrated ability to be flexible and manage change effectively, often with short notice. Demonstrated ability to learn new systems, processes, and software.

Proven ability to function independently and as part of an integrated team in a…