Senior Administrative Assistant - Faculty Affairs

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!OverviewThe Faculty and Academic Affairs Coordinator provides comprehensive administrative and operational support for faculty affairs and academic administration within the Department of Emergency Medicine. Reporting directly to the Manager of Faculty and Staff Affairs, this position plays a critical role in supporting the full faculty lifecycle, including onboarding, appointments, reappointments, promotions, academic reviews, and other faculty-related processes. The Coordinator works closely with departmental leadership, faculty, HR, and central university offices to ensure timely and accurate processing of academic actions while maintaining compliance with university policies and procedures.This position serves as a key operational partner in managing day-to-day faculty affairs activities and ensuring a high level of service and support for incoming and current faculty members. The Coordinator is responsible for maintaining organized workflows, tracking deadlines and required documentation, assisting with academic and onboarding processes, and supporting the overall administrative functions related to faculty and academic affairs within the department. The role requires strong organizational skills, attention to detail, professionalism, discretion, and the ability to manage multiple priorities in a fast-paced academic environment.Duties and Responsibilities:Coordinate faculty appointments, reappointments, promotions, terminations, and other academic actions in accordance with university policies and timelines.Manage onboarding processes for incoming faculty, including collection of required documentation, appointment processing,  and credentialing coordination.Prepare and maintain faculty files, databases, tracking systems, and documentation related to academic appointments and faculty affairs activities.Serve as a point of contact for faculty regarding academic processes, onboarding requirements, policies, and procedural questions.Assist with preparation and submission of faculty affairs materials for departmental, school, and university review committees.Support visa and immigration-related administrative processes in collaboration with Yale OISS, when applicable.Maintain knowledge of university policies, procedures, and deadlines related to faculty appointments and academic affairs.Coordinate and track faculty credentialing and privileging requirements with Yale New Haven Health, Yale Medicine and other affiliated offices, ensuring timely submission of required documentation and compliance with onboarding deadlines.Please disregard the Principal responsibilities below focus on the overview, required/preferred skills.Required Skills and Abilities1. Demonstrated experience with academic appointments, promotions, credentialing and faculty lifecycle processes.2. Strong organizational skills, attention to detail, and the ability to prioritize and manage multiple task with competing deadlines. Demonstrated ability to work independently and as a part of a team.3. Highly developed customer service skills, with the ability to represent the department and university professionally. Demonstrated ability to maintain confidentiality and handle sensitive information with discretion.4. Ability to problem-solve, take initiative, and follow through on tasks, even in the face of conflicting demands.5. Excellent computer aptitude. Demonstrated proficiency with Microsoft Word, Excel and PowerPoint.Preferred Skills and Abilities1. Advanced Technology Skills: Familiarity with systems such as Workday, and other administrative or financial software.2. Higher Education Experience: Prior experience working in an academic or medical environment, supporting faculty or research staff.3. 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. 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 ac