Senior Administrative Assistant 2

Position Focus :

Reporting to the Operations Manager, this position serves as Registrar, Senior Administrative Assistant 2, and Chair’s Assistant in Film and Media Studies (FMS). This position will provide a high level of administrative and financial support to the department chair, faculty, visiting scholars, and students utilizing independent judgement to function as the sole administrator in the one-person department.

This position will work closely with the FAS Film Programming Manager on tasks related to film screenings and will be responsible for scheduling the screening of 35mm, 16mm, DCP, and other format films for FMS courses in university venues and managing the film rentals.

Department duties include coordinating the department faculty appointment process, including searches, recruitment, appointments, relocation, onboarding, promotions, reappointments, and terminations. Serving as the principal source of related information regarding policies and procedures reviewing for accuracy and compliance and coordinating the secure distribution of documentation to committee members. Responding to, screening, triaging, and resolving questions from applicants, committee members, and other stakeholders. Event planning including budgeting, advertising, agendas, booking travel (international and domestic), lodging, catering, a / v, and space needs. Processing non-grant and grant-related expense reimbursements, invoices, and purchase orders using Workday. Setting up international and domestic suppliers in Workday and preparing Professional Service and Consultant Agreements and contracts. Creating student jobs in Student Employment and hiring / supervising undergraduate and graduate student workers on an as needed basis. Serving as the principal source of information for students, staff, and faculty on Yale forms, programs, policies, procedures, and office activities. Providing high-level of support to faculty. Answering and screening telephone calls. Scheduling and coordinating meetings and appointments. Ordering and maintaining an inventory of supplies and equipment.

Registrar duties will include acting as the primary student records contact for the Director of Undergraduate Studies (DUS) and Director of Graduate Studies (DGS) and serving as the departmental source for course and curriculum support, degree progress, academic deadlines, policies, procedures, and activities. In addition, requesting room reservations through the Registrar’s Office for courses and screenings and coordinating teaching fellow assignments with the DGS and faculty. Overseeing grade submission when necessary for FMS courses.

Serving as the chair’s partner and advisor, function as the lead and be responsible for the department’s communication strategy. This includes creating content, managing, overseeing, and maintaining the website, newsletter, digital signage creation, department program updates, event promotions and internal announcements. Functioning as a subject matter expert in web communication and social media management, ensuring content clarity, organization, adherence to style and tone guidelines, and visual appeal. As a department spokesperson requires excellent proofreading skills to address spelling, grammar, and punctuation errors, consistency in language usage, style, and formatting to ensure clarity and coherence in representing the department both internally and externally. Represent FMS as a primary department liaison with the offices of the FAS Dean, Provosts, Postdoctoral Affairs, and Equal Employment Opportunities.

Please note, the Principal Responsibilities / Essential Duties listed in the posting are generic in nature. The detailed responsibilities listed in this Position Focus are specific and most relevant to the position and the position may be asked to perform additional duties as needed. Evening and weekend hours are occasionally required to support department events.

Essential Duties

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action / decision-making; flags time sensitive material; initiates follow up. 6. Composes and / or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and / or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Required Skill / Ability 1 :

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.

Required Skill / Ability 2 :

Excellent organizational skills, as well as written and verbal communication skills, with strong attention to detail, thoroughness, and follow-through. Adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.

Required Skill / Ability 3 :

Ability to multi-task effectively with demanding time constraints. Ability to 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.

Required Skill / Ability 4 :

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.

Required Skill / Ability 5 :

Demonstrated history 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.

Preferred Education, Experience and Skills :

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

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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.

Posting Disclaimer

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.