Faculty Appointments and Promotions Coordinator

Faculty Appointments and Promotions Coordinator

Field Business Operations - Humanities & Social Sciences




78338BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

1 Hillhouse Avenue

New Haven, CT 06511

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Lead Administrator, the Faculty Appointments and Promotions Coordinator serves as a resource to Faculty of Arts and Sciences (FAS) departments and programs, particularly units that search or promote less frequently or those engaged in cross-departmental searches and appointments, with the processes for faculty searches, reviews, promotions, and tenure. Works with department leadership and staff to ensure processes move smoothly and in accordance with relevant deadlines and requirements for documentation. Liaises with the FAS Dean’s Office (FASDO) to address questions and partners with FASDO to develop and provide trainings for department and program staff



Use templates to prepare and disseminate required documents for [ladder] faculty searches, reviews, promotions, and tenure



Create, update, and move forward [ladder] faculty search, review, promotion, and tenure cases in Interfolio



Understand and be able to communicate clearly to others relevant rules and procedures governing letters, forms, questionnaires, referees/comparators, advertisements, and other requirements under both FASTAP07 and FASTAP16



Primary Responsibilities:

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 appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities

Essential Duties

1. 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. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. 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. 4. 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. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. 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. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities

Required Education and Experience

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

Required Skill/Ability 1:

Ability to understand and implement the faculty search, appointment and promotion policies and practices for all ladder [and instructional] ranks

Required Skill/Ability 2:

Flexibility, good judgment, and ability to maintain confidential information. Ability to handle challenging and complex situations and create thoughtful, informed, and institutionally aligned response

Required Skill/Ability 3:

Strong written and oral communication skills; proven ability to articulate ideas in verbal and written communications. Excellent interpersonal skills, demonstrated ability working with faculty, staff, and administrators

Required Skill/Ability 4:

Self-starter with strong work ethic, ability working on deadlines. Ability to work both collaboratively and independently in an organized and productive manner

Required Skill/Ability 5:

Proficiency with Microsoft Office, as well as the ability and willingness to learn new technology and systems

Preferred Education, Experience and Skills:

Experience with Yale systems such as Workday and Interfolio

Drug Screen

No

Health Screening

No

Background Check Requirements

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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

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 particular position. Employees will be assigned specific job-related duties through their hiring departments

EEO Statement:

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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

[email protected]

Note

Yale University is a tobacco-free campus