Senior Administrative Assistant & Registrar

Yale University•New Haven, CT

42d•$31•Onsite

About The Position

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! Reporting to the Operations Manager, this position serves as Registrar and Senior Administrative Assistant, and Chair's Assistant in the Department of Slavic Languages and Literatures. The current members of the department continue its traditions of engaging in innovative teaching and scholarship on the literatures, languages, and cultures of the Slavic peoples. The Department offers both undergraduate and graduate degrees, with several possible tracks in each, but with a primary emphasis on Russian literature and culture, and especially film. This position will support Slavic Languages and Literatures for the following work: coordinating the department faculty appointment process, including searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations. Guides the Chair on the next steps, and ensures the Chair meets all deadlines. Serves as the principal source of information regarding policies and procedures related to faculty searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations. Reviews related information for accuracy and compliance and coordinates the secure distribution of documentation to committee members as needed. Responds to, screens, and triages requests and resolves or triages questions from applicants, committee members, and other stakeholders. Responsible for event planning including budgeting, advertising, agendas, booking travel (international and domestic), lodging, catering, a/v, and planning for space needs. Evening hours are occasionally required related to department events. Processes non-grant and grant-related expense reimbursements, invoices, and purchase orders using the Workday financial application system. Sets up international and domestic suppliers in Workday and assists in preparing Professional Service and Consultant Agreements and contracts. Creates student jobs in Student Employment and hires students. Provides high-level of support to faculty. Serves as the principal source of information for students, staff, and faculty on Yale forms, programs, policies, procedures, and office activities. Answers and screens telephone calls; assess the nature of business. Responds to requests for information and provides assistance. Schedules and coordinates meetings and appointments. Orders and maintains an inventory of supplies. Assists in department website maintenance. Performs additional functions incidental to office activities. The Registrar will act as the primary student records contact for the Director of Undergraduate Studies (DUS). This position will be the departmental source for course and curriculum support, degree progress, academic deadlines, policies, procedures, and activities. Responsibilities include, but are not limited to, overseeing and coordinating administrative, program, and office activities of the DUS; serving as the primary support for DUS and principal contact for managing degree progress or activities related to registration, etc.; monitoring student records to ensure compliance to academic regulations and program requirements for graduation using Degree Audit and/or Faculty Student Advising and notifying DUS of identified problems for faculty action; with the DUS, coordinating teaching schedules for academic classes; scheduling classroom assignments; assisting the DUS in analyzing need and determining teaching fellow assignments including entering information in Teaching Fellow System (TFS); scheduling course offerings and discussion sections in CourseLeaf; assisting with student academic activities and events; responding to general inquires and requests for information regarding the academic program; and develop expertise on departmental registrar processes and procedures. Position requires the ability to work independently while taking the initiative to complete work under limited supervision.

Requirements

Self-directed; ability to take initiative, problem-solve and exercise independent judgment. Ability to manage time to be efficient and productive. Strong interpersonal skills, including the ability to interact well with a diverse population including students, visitors (domestic and international), faculty, and staff.
Excellent organizational skills, as well as written and verbal communication skills, with strong attention to detail, thoroughness, and follow-through. Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.
Ability to multi-task effectively with demanding time constraints. Work well under pressure addressing multiple projects. Excellent follow-up skills. Demonstrated ability to be flexible and manage change effectively, often with short notice. Demonstrated ability to learn new systems, processes, and software.
Proven ability to function independently and as part of an integrated team in a fast-paced environment.
Demonstrated proficiency providing support in a professional organization. Ability to maintain discretion and professionalism.
Demonstrated track record of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.
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 an equivalent combination of education and related experience.

Nice To Haves

Experience designing websites and/or website maintenance.
Demonstrated intermediate proficiency in Microsoft Word, Excel, Workday, and Outlook or similar systems.
Proven ability working with financial transactions, such as processing expense reimbursements, invoices, and supplier invoice requests.

Responsibilities

Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff.
Processes applications for admissions. Ensures compliance with administrative policies and procedures.
Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy.
Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate.
Monitors student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses.
Updates, edits, and writes program publications. Coordinates production and distribution of publications.
Coordinates teaching schedules for academic classes. Schedules classroom assignments. Coordinates Senior Essay and Dissertation activities.
Monitors financial records and activity.
Oversees and instructs support staff.
Performs clerical functions incidental to office activities.