Chair’s Assistant & Communications, MCDB

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!

Reporting to the Administrative Services Supervisor, the Senior Administrative Assistant II, Chair’s Asst. & Communications, provides high level administrative and customer service support to the Chair of the Molecular, Cellular & Developmental Biology Department, as well as oversees and maintains all aspects of departmental communications, activities and events.

• Responsible for the department’s communication strategy, by managing and overseeing the website, weekly newsletter, digital signage, and internal announcements.
• Acts as a subject matter expert in web development and social media management to ensure content clarity, organization, adherence to the website’s style and tone guidelines, and visual appeal.
• Utilizes various software programs including Drupal, Panopto, RISE Vision, Beatrix, Yale Message, and Google slides, to facilitate effective communication of departmental news, events, and faculty and student updates.
• As a department spokesperson, proofreads to address spelling, grammar, and punctuation errors, maintains consistency in language usage and style, formatting issues, and ensures clarity and coherence in representing the department. Creates high-quality, compelling content for the website, and social media platforms.
• Maintains strict confidentiality serving as the principal source of information for the Chair’s Office, serving faculty and academic administration.
• Proactively identifies and reports potential issues or challenges that may affect the department to the Chair and suggests viable solutions.
• Determines office priorities and ensures the Chair meets deadlines effectively.
• Ensures timely reviews for ladder faculty reappointments and promotions by establishing reasonable schedules, organizing the selection, outreach, and letter submission processes for external referees, reviewing materials to ensure compliance, and coordinates the secure distribution of electronic appointment and promotion documents to appropriate committee members.
• Lead coordinator for the Department's annual senior and junior faculty search and recruiting efforts by screening, triaging and/or resolving requests and questions, handling applicant files using Interfolio and Box, and managing on-site visits for 4-5 senior and up to 4 junior faculty.
• Coordinates and submits the annual department instructional teaching request to the Dean’s Office.
• The Sr. Administrative Assistant II will also act as Team Lead for the departmental and community events team and will direct the day-to-day activities of two (grade
  
  D) FTEs. Responsibilities include but are not limited to managing faculty and committee meetings, ensuring that all materials and presentations are prepared in advance and that preparations for all future calendar events are on schedule; assess, coordinate, and troubleshoot technology requirements for meetings and events; oversee the coordination and execution of events and special projects and research information and contribute to the preparation of reports, briefings, and presentations, as appropriate.
• Additional duties may be assigned as needed.
• Based on operational needs, there might be changes to our current hybrid work schedule. It is possible that we may need to transition being on campus five days a week, either temporarily or permanently.

• 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 varied 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. Adaptable, resourceful, and well-spoken,…