Sr. Administrative Assistant II, Faculty Affairs

Overview

The Yale School of Nursing (YSN) is seeking a Senior Administrative Assistant for Faculty Affairs and Academic Operations to join a dynamic team in the Office of the Deputy Dean. YSN is located on the Yale West Campus, offering a vibrant environment with amenities like free parking, a woodland walking trail, café and terrace dining, a farm, and a wellness center.

Principal Responsibilities

• Serves as the principal source of information regarding policies and procedures related to faculty appointments.
• Receives and reviews forms related to faculty administrative transactions for errors and omissions.
• Identifies and researches unclear transactions without supervision and guidance.
• Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance.
• Inputs data into databases and runs reports to verify accuracy and integrity of data.
• Safeguards records as required by Yale or government policy.
• Processes additional appointments as needed.
• Serves as administrative support staff for faculty meetings and search and appointments related committees.
• Maintains contact lists for use by various University departments for important e-mailings and access to secure systems.
• Serves as a member of support teams and provides back-up for other support staff.

Required Skills and Abilities

• Proven proficiency in an administrative support role.
• Demonstrated ability to take initiative, anticipate actions, and use independent judgment.
• Proven ability to problem solve complex issues, recognize and address urgent priorities and take steps to resolve problems independently or escalate as appropriate.
• Proven ability to work independently and as part of a team.
• Strong organizational skills and the ability to prioritize and meet conflicting deadlines and follow schedules.
• Proven ability to adapt in unpredictable peaks in workload.
• Demonstrated ability scheduling and managing meetings and programs.
• Ability to maintain strict confidentiality and deal in a sensitive manner with diverse groups with matters requiring a high level of discretion, good judgment, and professionalism.
• Proven ability to understand and implement non-routine instructions and general policy statements/applications.
• Well-developed analytic, written/verbal communications and interpersonal skills, and ability to respond in a constructive and timely manner.
• Demonstrated diplomacy and excellent customer service.
• Excellent computer skills.
• Proven ability to learn new database systems and prepare and generate reports on demand as required.
• Intermediate to advanced proficiency with Zoom, internet navigation and research skills, MS Word, Excel, PowerPoint, Outlook.
• Demonstrated experience with Outlook calendaring.