Senior Administrative Assistant - Faculty and Affairs Haven, CT

Location:

New Haven, USA

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The Faculty and Academic Affairs Coordinator provides comprehensive administrative and operational support for faculty affairs, academic administration, and staff hiring within the Department of Ophthalmology. Reporting directly to the Manager of Faculty and Staff Affairs, this position plays a critical role in supporting the faculty and academic appointee lifecycle, including onboarding, appointments, reappointments, promotions, academic reviews, and other faculty-related processes, as well as supporting staff recruitment and hiring activities.

The Coordinator works closely with departmental leadership, faculty, staff, HR, and central university offices to ensure timely and accurate processing of academic and employment actions while maintaining compliance with university policies and procedures.

This position serves as a key operational partner in managing day-to-day faculty and staff affairs activities and ensuring a high level of service and support for incoming and current faculty members. The Coordinator is responsible for maintaining organized workflows, tracking deadlines and required documentation, assisting with academic and onboarding processes, and supporting the overall administrative functions related to faculty, academic, and staff affairs within the department.

The role requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.

• Coordinate faculty appointments, reappointments, promotions, terminations, and other academic actions in accordance with university policies and timelines.
• Manage onboarding processes for incoming faculty, including collection of required documentation, appointment processing, and credentialing coordination.
• Prepare and maintain faculty files, databases, tracking systems, and documentation related to academic appointments and faculty affairs activities.
• Serve as a point of contact for faculty regarding academic processes, onboarding requirements, policies, and procedural questions.
• Assist with preparation and submission of faculty affairs materials for departmental, school, and university review committees.
• Support visa and immigration-related administrative processes in collaboration with Yale OISS, when applicable.
• Maintain knowledge of university policies, procedures, and deadlines related to faculty appointments and academic affairs.
• New Position Requests:
  Coordinate new staff position requests, including required documentation, approvals, funding confirmation, and Workday entry.
• Staff Hiring:
  Support staff recruitment and hiring processes, coordinating with managers, HR, and other stakeholders to ensure timely completion of required steps.
• Expiring Staff Appointments:
  Monitor expiring staff appointments and coordinate with managers regarding extensions, renewals, or end dates.
• Staff Appointment Renewals:
  Coordinate staff appointment renewals, including funding confirmation and required Workday updates.
• Student Job Postings:
  Coordinate student position funding and job postings through the university’s student employment system.