Senior Administrative and Chairs Assistant

Title: Senior Administrative and Chair's Assistant

Location: New Haven, CT,  United States

Spanish and Portuguese - Business Operations

Job ID:132953WD

$31.83

Part Time

Job Description:

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. Discover your opportunities at Yale!

Overview

The Senior Administrative and Chair's Assistant provides high-level administrative support to the Department of Spanish and Portuguese and reports directly to the Operations Manager and the Department Chair. The primary responsibility of this role is to manage the full lifecycle of academic appointments. The position also supports departmental event planning and financial operations and provides backup support to other team members as needed.

1. Works with the Chair on faculty affairs processes for ladder, instructional, secondary, and visiting faculty; including searches, recruitment, appointments, promotions, reappointments, onboarding and terminations ensuring all deadlines are met.

2. Manages and monitors all visa requests to ensure timely processing and compliance.

3. Manages student job postings, hiring, timesheet approvals, and payment processing.

4. Serves as resource for the Chair, faculty and students on Yale processes, policies, procedures, forms, and other activities.

5. Provides support in the areas of event planning and expense processing, as needed.

6. Performs additional functions as assigned.

This is a 30-hour per week position that includes a full benefits package, including medical, dental, and vision coverage, as well as paid time off.

Required Skills and Abilities

1. Demonstrated strong customer service skills and the ability to work effectively with faculty, students, and staff while fostering a professional and supportive environment.

2. Strong verbal and written communication skills. Self-motivated with the ability to take initiative, solve problems, and make independent decisions. Demonstrated ability to handle sensitive information with discretion, confidentiality, and diplomacy.

3. Exceptional attention to detail, strong organizational and follow up skills, and a demonstrated ability to manage multiple priorities, meet deadlines, and perform effectively in a fast-paced environment.

4. Demonstrated intermediate proficiency in Microsoft Office applications, including Word, Excel, and Outlook, with the ability to quickly learn and adapt to new software and applications.

5. Demonstrated reliability, punctuality, and consistent attendance, with flexibility to work occasional evenings and weekends as needed.

Preferred Skills and Abilities

1. Fluency in Spanish or/ and Portuguese

2. Experience in a university setting providing direct support to faculty and students

3. Prior experience with Workday and Interfolio

4. Demonstrated experience with expense management, travel arranging, and event planning.

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 Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade D

Compensation Grade Profile

Hourly Range

$31.83

Time Type

Part time

Duration Type

Staff

Work Model

On-site

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.