Chair's Assistant, Spanish and Portuguese

Chair's Assistant

The Chair's Assistant provides high-level administrative support to the Chair of the Department of Spanish and Portuguese and is responsible for managing the full lifecycle of academic appointments. Reporting to the Operations Manager, the position is a part of a three-person administrative team also supporting financial operations and departmental event planning as needed.

Works with the Chair on all aspects of faculty affairs including searches, recruitment, appointments, promotions, reappointments, on-boarding and terminations ensuring all deadlines are met.

Manages and monitors all visa requests to ensure timely processing and compliance.

Manages student job postings, hiring, timesheet approvals, and payment processing.

Serves as resource for the Chair, faculty and students on Yale processes, policies, procedures, forms, and other activities.

Provides support in the areas of event planning, travel arrangements, and expense processing financial operations, as needed.

Processes travel grants for faculty and students.

Performs additional functions as assigned.

This is a 30-hour per week position that includes a full benefits package, including medical, dental, and vision coverage, as well as paid time off.

Demonstrated strong customer service skills and the ability to work effectively with faculty, students, and staff while fostering a professional and supportive environment.

Strong verbal and written communication skills. Self-motivated with the ability to take initiative, solve problems, and make independent decisions. Demonstrated ability to handle sensitive information with discretion, confidentiality, and diplomacy.

Exceptional attention to detail, strong organizational and follow up skills, and a demonstrated ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment.

Demonstrated intermediate proficiency in Microsoft Office applications, including Word, Excel, and Outlook, with the ability to quickly learn and adapt to new software and applications.

Demonstrated reliability, punctuality, and consistent attendance, with flexibility to work occasional evenings and weekends as needed.

Fluency in Spanish and/or Portuguese.

Experience in a university setting providing direct support to faculty and students.

Prior experience with Workday and/or Interfolio.

Demonstrated experience with financial operations, travel arrangements, and event planning.

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check.

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Yale University is a tobacco-free campus.