Postdoctoral Affairs Coordinator, YSPH

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

Under the general direction of the Faculty Affairs Director, the Postdoctoral Affairs Coordinator provides high level support to the Faculty Affairs Office at the Yale School of Public Health (YSPH). This position serves as the liaison between the University Postdoctoral Affairs Office, Office of International Students & Scholars (OISS), YSPH Office of Finance and Administration, faculty/principal investigators, and scholars.

• Ensure efficiency and success of the day-to-day support functions of YSPH Postdoctoral Affairs.
• Organize and prepare appointment materials/letters for visiting faculty and postdoctoral associates and fellows, including determining appropriate titles, salary levels, and the onboarding process.
• Ensure accuracy and completeness of appointment and visa materials.
• Ensure timely communication and preparation for re-appointments. Ensure timely completion of the Individual Development Plan (IDP) for post-doctoral re-appointments.
• Liaise with the university Postdoctoral Affairs Office to discuss complex cases, ensure timely review and approval of appointments.
• Prepare relevant tables required for NIH T32 grant applications; ensuring the XTrain system is updated with all T32 training grant postdoctoral fellow appointments (including appointments, reappointments and terminations).
• Work with OISS, YSPH faculty sponsor, and appointee to process visa requests for postdoctoral and postgraduate associates/fellows and visiting faculty. Serve as the main source of information for regulations and requirements related to visa issues and postdoctoral/visiting faculty appointments within YSPH. Initiate the J-1 and H-1B visa process for international faculty and postdocs and communicate directly with scholars regarding guidelines and requirements. Keep current with visa processes and appointment guidelines and procedures.
• Track and maintain list all YSPH visitors and Cost of Visitor associated fees. Initiate the fee collection process working with the YSPH Office of Finance and Administration.
• Provide support to faculty and other administrative team members to answer routine questions concerning University and YSPH guidelines as they relate to visas, visiting faculty appointments and the appointment process.
• Assist in coordination of faculty events and meetings as needed.
• Coordinate the onboarding process for all new appointees as needed.
• Provide overflow and backup coverage for Faculty Affairs support team when needed.

Required Skills and Abilities

1. Strong organizational and project management skills, with the ability to prioritize and manage multiple tasks and deadlines.
2. Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
3. Excellent written and verbal communication skills, including proofreading and editing abilities.
4. Ability to work both independently and as part of a team, showing initiative and problem-solving skills.
5. Ability to handle sensitive and confidential information with discretion and professionalism.

Preferred Skills and Abilities

1. Previous experience working within a Faculty Affairs and/or Postdoctoral Affairs environment.
2. Previous experience managing visa applications and processes for international appointments.
3. Proven experience with Yale systems (Workday, Interfolio, XTrain).

Principal Responsibilities

1. Oversees and coordinates program activities. Establishes, selects, implements, and coordinates administrative functions, procedures, and systems.
2. Based on knowledge of and experience with program activities, objectives and staff, serves as principal source of information on policies, procedures, programs and office activities. Establishes and maintains professional relationships with internal and external contacts.
3. Processes and monitors expenses and ensures adherence to budgetary guidelines. Prepares budget drafts based on existing budgets. May oversee, coordinate and/or complete applications and materials needed for grant submission.
4. Composes substantive correspondence and written material. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes, produces and distributes reports or portions of reports. May create simple databases.
5. 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.
6. Oversees, instructs, and coordinates activities of support staff.
7. Ensure compliance with University, Federal, and State guidelines, rules, and regulations.
8. May perform other duties as assigned.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level and a high school level education; or four years of related work experience and an Associate degree; or little or no work experience and a Bachelor degree in a related field; or an equivalent combination of experience and education.