Chair's Assistant, Electrical & Computer Engineering

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!

Hourly Range 31.05

Reporting to the department Manager of Administrative and Chair Support, and with the highest level of customer service, the department Chair's Assistant delivers administrative support for the Department of Electrical and Computer Engineering (ECE) and its Department Chair while overseeing the day‑to‑day operations of the Chair's office. Duties include but are not limited to:

• Supports the Chair and may coordinate the Chair's calendar.
• Schedules and organizes faculty and other departmental meetings.
• Maintains departmental email contact lists.
• Acts as backup to other faculty support staff and Chair's Assistants as needed.
• May support some faculty research and academic activities in a primary or backup capacity.
• Runs the annual prospective graduate student recruiting weekend.
• Schedules and organizes visits by seminar speaker visits and other external guests.
• Acts as point person for department logistics, including key requests, room reservations, faculty/staff directories, etc.
• Acts as an expert source of information to the department, visitors and to the general public with respect to department and University policies.
• Prepares and disseminates department statistics to Yale development office and professional societies.
• Processes student and temporary employees.
• Supports student groups with campus space booking, travel support and procurement activity.
• Provides overall department office administration support including but not limited to purchasing supplies, arranging travel, organizing events, preparing expense reports and reimbursement requests.

• Working collaboratively with the SEAS Dean's Office, assists with department faculty affairs processes for ladder, instructional, secondary, research, and visiting faculty, including searches, recruitment, appointments and promotions, and relocation and on‑boarding.
• Guides the Chair on next steps, and ensures the Chair meets all deadlines.
• Coordinates logistics for ladder and instructional faculty searches in accordance with university guidelines, using Interfolio and the FSRP system.
• Supports appointments and promotions processes and assists with resolving or tri‑aging questions.
• Coordinates appointments, reappointments, promotions, and terminations for postdocs, research staff, research affiliates and visiting fellows.
• Monitors and tracks appointments and advises Chair and faculty on pending expirations.
• Completes all forms in accordance with university policies; works with faculty and administrators to ensure all documentation is processed in an organized and timely manner.
• Processes all visa requests in a timely manner. Monitors visa status and advises of pending expirations.
• Serves as the departmental liaison with the Dean's Office for information regarding appointment policies and procedures.
• Maintains integrity of department appointment files.

• As undergraduate registrar for the department, supports the Director of Undergraduate Studies.
• Coordinates faculty teaching assignments to ensure all core and mandatory courses are offered.
• Enters requests for teaching fellows for courses.
• Coordinates teaching schedules for academic classes.
• Schedules classroom assignments.
• Updates Blue Book program descriptions and enters yearly course offerings.
• Communicates with majors.
• Organizes department commencement activities.

May perform other duties as assigned.

• Organizational
  
  Skills:
  
  Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast‑paced environment.
• Communication
  
  Skills:
  
  Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
• Administrative Proficiency:
  Demonstrated experience in handling administrative tasks such as scheduling, expense processing,…