Senior Administrative Assistant, YSPH Faculty Affairs

Salary Range

$31.83

135224WD

Reporting to the Director of Faculty Affairs at the Yale School of Public Health (YSPH), the Senior Administrative Assistant will coordinate and lead a wide variety of activities to support the Faculty Affairs Office in Faculty Affairs.

This position will serve as the principal contact for information on policies, procedures and office activities related to faculty affairs, and triage accordingly. The qualified candidate will provide overall coordination of faculty search and recruitment related activities. This position will also provide school-wide support for all student employment needs, as well as internships and international Visiting Students in Research (VSR) processing.

• Provide administrative support (i.e. calendaring, expense management, travel) for the Department of Faculty Affairs.

• Provide administrative support for YSPH School level faculty including scheduling committee meetings as needed, travel arrangements, interview schedules.

• Provide auxiliary support/guidance to YSPH departmental administrative assistants across the school as needed with seminar planning, catering, room reservations, and processing of reimbursements as related to faculty searches.

• Continuously provide updates and communications to YSPH search committee(s) and candidate(s) on all changes and make judgement calls when needed to ensure the proper flow and expectations of the process.

• Maintain accurate files for final faculty searches including proof of advertisement(s)/receipts, required candidate documents, referee letters, and applicant outcomes.

• Support Faculty Onboarding initiatives including catering, room reservations, etc.

• Order and maintain supply inventory for office.

• Coordinate and process all student employment requests, wage changes, COA changes and rehires for all departments at YSPH, serving as the subject matter expert on the hiring process.

• Work with accountants in OFA to ensure funding is available and confirmed for student hire expenditures.

• Process all visiting students in research and internships for YSPH ensuring all documentation is up to date and complete, ensuring the appropriate departments and administrators are engaged.

• Onboard all interns with Workday processes, tax forms, I9 documentation, etc.

• Other duties as assigned.

• Previous administrative/support experience. Ability to maintain confidentiality. Ability to take initiative and anticipate actions needed. Ability to use independent judgment.

• Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Superior customer service skills. Ability to interact with all levels of students, staff, faculty, and recruits.

• Ability to prioritize time, meet deadlines and follow schedules; multi-task effectively with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines.

• Excellent computer skills including well-developed knowledge of Microsoft Office Suite.

• Ability to function effectively as part of a team. Flexibility in recognizing urgent priorities and taking steps to resolve problems independently. Excellent follow-up skills. Ability to adapt to unpredictable peaks in workload.

• 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.

• Oversees, instructs and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.

• 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.

• 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.

• Greets visitors. Answers and screens telephone calls. Assesses nature of business. 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.

• Coordinates travel arrangements. Schedules and coordinates meetings and…