"Chair's Assistant, Electrical & Computer Engineering"

Overview

Reporting to the department Manager of Administrative and Chair Support, and with the highest level of customer service, the department Chair's Assistant delivers administrative support for the Department of Electrical and Computer Engineering (ECE) and its Department Chair while overseeing the day-to-day operations of the Chair's office. Duties include but are not limited to:

Chair and department support:

Supports the Chair and may coordinate the Chair's calendar. Schedules and organizes faculty and other departmental meetings. Maintains departmental email contact lists. Acts as backup to other faculty support staff and Chair's Assistants as needed. May support some faculty research and academic activities in a primary or backup capacity. Runs the annual prospective graduate student recruiting weekend. Schedules and organizes visits by seminar speaker visits and other external guests. Acts as point person for department logistics, including key requests, room reservations, faculty/staff directories, etc. Acts as an expert source of information to the department, visitors and to the general public with respect to department and University policies. Prepares and disseminates department statistics to Yale development office and professional societies. Processes student and temporary employees. Supports student groups with campus space booking, travel support and procurement activity. Provides overall department office administration support including but not limited to purchasing supplies, arranging travel, organizing events, preparing expense reports and reimbursement requests.

Appointments:

Working collaboratively with the SEAS Dean's Office, assists with department faculty affairs processes for ladder, instructional, secondary, research, and visiting faculty, including searches, recruitment, appointments and promotions, and relocation and on-boarding. Guides the Chair on next steps, and ensures the Chair meets all deadlines. Coordinates logistics for ladder and instructional faculty searches in accordance with university guidelines, using Interfolio and the FSRP system. Supports appointments and promotions processes and assists with resolving or triaging questions. Coordinates appointments, reappointments, promotions, and terminations for postdocs, research staff, research affiliates and visiting fellows. Monitors and tracks appointments and advises Chair and faculty on pending expirations. Completes all forms in accordance with university policies; works with faculty and administrators to ensure all documentation is processed in an organized and timely manner. Processes all visa requests in a timely manner. Monitors visa status and advise of pending expirations. Serves as the departmental liaison with the Dean's Office for information regarding appointment policies and procedures. Maintains integrity of department appointment files. This position requires sustained attention to detail and a deep understanding of academic personnel processes, including faculty and postdoctoral appointments, reappointments, and promotions. Given the complexity of visa and immigration requirements, the incumbent must demonstrate strong analytical skills, precision in documentation, and the ability to navigate multiple systems and deadlines effectively.

Registrar duties:

As undergraduate registrar for the department, supports the Director of Undergraduate Studies. Coordinates faculty teaching assignments to ensure all core and mandatory courses are offered. Enters requests for teaching fellows for courses. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Updates Blue Book program descriptions and enters yearly course offerings. Communicates with majors. Organizes department commencement activities.

May perform other duties as assigned.

Required Skills and Abilities

1. Organizational Skills: Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast-paced environment.
2. Communication Skills: Excellent verbal and written communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook).
3. Administrative Proficiency: Demonstrated experience in handling administrative tasks such as scheduling, expense processing, and report preparation.
4. Customer Service: Strong interpersonal skills with the ability to provide exceptional customer service and interact professionally with diverse groups.
5. Confidentiality and Judgment: Ability to handle sensitive information with discretion and exercise sound independent judgment.

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. Gets 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.