Senior Administrative Assistant - Faculty and Staff Affairs

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Overview

The Faculty and Academic Affairs Coordinator provides comprehensive administrative and operational support for faculty affairs, academic administration, and staff hiring within the Department of Ophthalmology. Reporting directly to the Manager of Faculty and Staff Affairs, this position plays a critical role in supporting the faculty and academic appointee lifecycle, including onboarding, appointments, reappointments, promotions, academic reviews, and other faculty-related processes, as well as supporting staff recruitment and hiring activities. The Coordinator works closely with departmental leadership, faculty, staff, HR, and central university offices to ensure timely and accurate processing of academic and employment actions while maintaining compliance with university policies and procedures.

This position serves as a key operational partner in managing day-to-day faculty and staff affairs activities and ensuring a high level of service and support for incoming and current faculty members. The Coordinator is responsible for maintaining organized workflows, tracking deadlines and required documentation, assisting with academic and onboarding processes, and supporting the overall administrative functions related to faculty, academic, and staff affairs within the department. The role requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.

Duties and Responsibilities:

• Coordinate faculty appointments, reappointments, promotions, terminations, and other academic actions in accordance with university policies and timelines.

• Manage onboarding processes for incoming faculty, including collection of required documentation, appointment processing, and credentialing coordination.

• Prepare and maintain faculty files, databases, tracking systems, and documentation related to academic appointments and faculty affairs activities.

• Serve as a point of contact for faculty regarding academic processes, onboarding requirements, policies, and procedural questions.

• Assist with preparation and submission of faculty affairs materials for departmental, school, and university review committees.

• Support visa and immigration-related administrative processes in collaboration with Yale OISS, when applicable.

• Maintain knowledge of university policies, procedures, and deadlines related to faculty appointments and academic affairs.
• New Position Requests: Coordinate new staff position requests, including required documentation, approvals, funding confirmation, and Workday entry.
• Staff Hiring: Support staff recruitment and hiring processes, coordinating with managers, HR, and other stakeholders to ensure timely completion of required steps.
• Expiring Staff Appointments: Monitor expiring staff appointments and coordinate with managers regarding extensions, renewals, or end dates.
• Staff Appointment Renewals: Coordinate staff appointment renewals, including funding confirmation and required Workday updates.
• Student Job Postings: Coordinate student position funding and job postings through the university’s student employment system.

Required Skills and Abilities

1. Demonstrated experience with faculty recruitment, appointments, reappointments, promotions, terminations and credentialing.

2. Strong organizational skills, attention to detail, and the ability to prioritize and manage multiple tasks with competing deadlines. Demonstrated ability to work independently and as part of a team.

3. Highly developed customer service skills, with the ability to represent the department and university professionally. Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.

4. Ability to problem-solve, take initiative, and follow through on tasks, even in the face of conflicting demands.

5. Excellent computer aptitude. Demonstrated proficiency with Microsoft Word, Excel and PowerPoint.

Preferred Skills and Abilities

1. Advanced Technology Skills: Familiarity with systems such as Workday, Epic, and other administrative or financial software.

2. Event Planning: Experience in organizing and coordinating events, including logistics, catering, and travel arrangements.

3. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.

4. Financial Management: Proven ability to manage financial transactions, including expense reimbursements and budgeting.

5. Adaptability and Initiative: Ability to learn new technologies quickly, adapt to changing work environments, and take initiative in a highly dynamic setting.

Principal Responsibilities

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.

Job Posting Date

10/15/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

Health Requirements

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.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

Note

Yale University is a tobacco-free campus.

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