Faculty and Academic Affairs Assistant

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, your talents and contributions are welcome.

About the Role

Reporting to the Manager, Academic and Administrative Affairs in the Department of Chemistry, provides administrative support to faculty, staff, and students. Executes special projects and routine activities in support of the Department Office. Provides advanced level of research, editorial, and administrative support for a group of faculty in the Chemistry Department with multiple grants, teaching, and major departmental administrative responsibilities. Serves as primary contact to advise students, faculty, and staff on Yale's policies and procedures, direct them to the appropriate office for assistance, and regarding department activities. Solves standard and non-standard problems.

Provides support in many areas including department business and administrative transactions; responsible for planning and coordinating events and seminars; on- and off-boarding of department members; inputs and verifies data for accuracy and integrity; establishes and executes schedules for recurring activities; coordinates the distribution of documents/correspondence to appropriate recipients to support processes and/or events. Works independently and as part of a team. Exercises discretion and maintains strict confidentiality in handling sensitive materials.

Responsibilities

• Conducts extensive literature searches, researches and reviews, downloads journal articles, and creates both EndNote libraries and bibliographies for manuscript development and submission.
• Edits, copyedits, and proofreads content for publications, articles, and journals for content, style, grammatical, and factual accuracy. Tracks copy through various editing and production stages.
• Assists with writing and submitting abstracts for presentation, manuscripts for publication, and preparing and assembling grant applications in accordance with agency guidelines.
• Prepares teaching materials including assembling syllabi and course packets and makes arrangements for class visitors (travel, lodging, reimbursements).
• Takes dictation on phone and in person and transcribes notes.
• Coordinates all conference activities including travel and lodging arrangements, publicity, reserving rooms, media services and catering, contacting attendees, creating agendas, collecting information and documents for both domestic and international reimbursements.
• Gathers information and writes and proofreads routine correspondence and reports.
• Serves as EMS preparer and uses eShip Global and SciQuest.
• Maintains, modifies, and updates an existing website. Keeps website current, determines sources of and compiles information for updates and input. Assists in website design, editing, and developing content. Identifies, evaluates, and solves website problems. Updates links as needed.
• Coordinates travel arrangements. Schedules meetings and appointments.
• Creates and maintains files.
• May perform other duties as assigned.

Requirements

• Demonstrated administrative support skills, including complex calendaring and travel coordination.
• Demonstrated ability to successfully execute the daily demanding priorities of Chemistry faculty with grace, ease, and accuracy.
• Proven developed organizational and interpersonal skills.
• Ability to juggle multiple tasks, prioritize, and meet demanding deadlines and work with changing priorities in a growing and high-volume environment; flexibility in handling assignments.
• Demonstrated success in detailed work requiring accuracy and high level of productivity with follow-up skills.
• Effective oral and written communication skills.
• Excellent grammar and spelling skills, and strong attention to detail.
• Resourceful team player with well-developed interpersonal skills, including the ability to interact with faculty, staff, and outside parties.
• Ability to manage sensitive information in a professional manner.
• Ability to handle high-demand departmental community members.
• Ability to work with conflicting requests and confidence to request assistance as needed.
• Self-directed with the proven ability to take initiative and problem solve.
• Demonstrated sensitivity, confidentiality, and sound judgment.
• Intermediate to advanced proficiency with Microsoft Office suite.
• Demonstrated proficiency with electronic accounting or financial systems.

Preferred Qualifications

• Detail-oriented, organized, efficient, self-directed, flexible thinking, continuous learning, and multitasking person with confidence to suggest improvements or note areas of inefficiency.
• Prior experience managing and organizing the schedules of others.

Qualifications

Six years of related work experience, four of them in the same job family at the next lower level, and a 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 education and related experience.

Pay

Hourly Range: $31.83

Schedule

Full time, hybrid work model.