Registrar & Senior Administrative Assistant​/Chair's Assistant

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Hourly Range

$35.64

Overview

Reporting to the Operations Manager, this position serves as Registrar and Senior Administrative Assistant (and Chair's Assistant) in Jewish Studies. This position will support Jewish Studies for the following work:

Departmental Registrar:
Acts as the primary student records contact for the Director of Undergraduate Studies (DUS), and Director of Graduate Studies (DGS). The Registrar is responsible for taking lead in tracking and meeting critical University, Yale College, and department deadlines, serving as liaison for the department with Deans, University Registrar, and various offices across the University. This position will be the departmental source for course and curriculum support, degree progress, academic deadlines, policies, procedures, and activities.

Responsibilities include, but are not limited to, overseeing & coordinating administrative, program, and office activities 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 and DGS of identified problems for faculty action;

with the DUS, coordinating teaching schedules for academic classes; scheduling classroom assignments; assisting the DUS in analyzing need 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 inquires and requests for information regarding the academic program; and develop expertise on departmental registrar processes and procedures.

Faculty Administration:
Coordinating the department faculty appointment process, including searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations of department faculty, post-doctoral associates, and visiting scholars. 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.

Event Coordinator:
Responsible for heavy event planning schedule including budgeting, advertising, agendas, booking travel (international and domestic), lodging, catering (with specific dietary/Kosher requirements), A/V, and planning for space needs. On rare occasions, evening and weekend hours are required related to department events. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences.

Financial Assistant:
Maintains financial activity of endowment accounts related to own work. Processes some expense reimbursements, invoices, and purchase orders using the Workday financial application system. Prepares Professional Service and Consultant Agreements and contracts as needed.

Administrative:
Creates student jobs in Student Employment and hires students. Serves as the principal source of information for students, staff, and appointed 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, updating profiles (faculty, graduate students, post-doctoral fellows and visitors), updates course page, liaise with university IT team for website upkeep. Greets visitors. Responds to requests for information and provides assistance. Screens and responds to mail. 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. Liaises with alumni and assists in coordinating outreach with faculty. Writes annual reports and brochures to advertise program accomplishments. Drafts and sends out weekly event updates and maintains listserv. Coordinates travel arrangements,…