Postdoctoral Affairs Coordinator, YSPH

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.

About the role

Under the general direction of the Faculty Affairs Director, the Postdoctoral Affairs Coordinator provides high-level support to the Faculty Affairs Office at the Yale School of Public Health (YSPH). This position serves as the liaison between the University Postdoctoral Affairs Office, Office of International Students & Scholars (OISS), YSPH Office of Finance and Administration, faculty/principal investigators, and scholars. Ensure efficiency and success of the day-to-day support functions of YSPH Postdoctoral Affairs.

Responsibilities

• Organize and prepare appointment materials/letters for visiting faculty and postdoctoral associates and fellows, including determining appropriate titles, salary levels, and the onboarding process.
• Ensure accuracy and completeness of appointment and visa materials.
• Ensure timely communication and preparation for re-appointments.
• Ensure timely completion of the Individual Development Plan (IDP) for postdoctoral re-appointments.
• Liaise with the university Postdoctoral Affairs Office to discuss complex cases, ensure timely review and approval of appointments.
• Prepare relevant tables required for NIH T32 grant applications; ensuring the XTrain system is updated with all T32 training grant postdoctoral fellow appointments (including appointments, reappointments, and terminations).
• Work with OISS, YSPH faculty sponsor, and appointee to process visa requests for postdoctoral and postgraduate associates/fellows and visiting faculty. Serve as the main source of information for regulations and requirements related to visa issues and postdoctoral/visiting faculty appointments within YSPH.
• Initiate the J-1 and H-1B visa process for international faculty and postdocs and communicate directly with scholars regarding guidelines and requirements. Keep current with visa processes and appointment guidelines and procedures.
• Track and maintain a list of all YSPH visitors and Cost of Visitor associated fees. Initiate the fee collection process working with the YSPH Office of Finance and Administration.
• Provide support to faculty and other administrative team members to answer routine questions concerning university and YSPH guidelines as they relate to visas, visiting faculty appointments, and the appointment process.
• Assist in coordination of faculty events and meetings as needed.
• Coordinate the onboarding process for all new appointees as needed.
• Provide overflow and backup coverage for the Faculty Affairs support team when needed.
• Oversee and coordinate program activities. Establish, select, implement, and coordinate administrative functions, procedures, and systems.
• Serve as the principal source of information on policies, procedures, programs, and office activities based on knowledge of and experience with program activities, objectives, and staff. Establish and maintain professional relationships with internal and external contacts.
• Process and monitor expenses and ensure adherence to budgetary guidelines. Prepare budget drafts based on existing budgets. May oversee, coordinate, and/or complete applications and materials needed for grant submission.
• Compose substantive correspondence and written material. Determine sources of data. Compile, synthesize, and manipulate data. Summarize findings and write, produce, and distribute reports or portions of reports. May create simple databases.
• Provide editorial support for a journal/publication. Proofread and edit material for grammatical and factual accuracy. Track copy through various editing and production stages. Communicate with authors, printers, and others concerned with published work.
• Oversee, instruct, and coordinate activities of support staff.
• Ensure compliance with University, Federal, and State guidelines, rules, and regulations.
• May perform other duties as assigned.

Requirements

• 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 degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.

Skills

• Required:
  • Strong organizational and project management skills, with the ability to prioritize and manage multiple tasks and deadlines.
  • Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
  • Excellent written and verbal communication skills, including proofreading and editing abilities.
  • Ability to work both independently and as part of a team, showing initiative and problem-solving skills.
  • Ability to handle sensitive and confidential information with discretion and professionalism.
• Preferred:
  • Previous experience working within a Faculty Affairs and/or Postdoctoral Affairs environment.
  • Proven experience with Yale systems (Workday, Interfolio, XTrain).

Pay

Hourly Range: $31.83

Schedule

Full time, hybrid