Essential Duties
1. Manages special projects ranging from academic to financial from inception to completion, which requires quantitative analysis, independent research, and the proposal of resolutions or conclusions. Creates and envisions programmatic initiatives and communication strategies. 2. Designs and develops communications strategies for special projects. Develops and exercises a keen understanding of the multiple audiences and contributing University offices involved in a given project to ensure that individual communications are rolled out within a structure planned in advance and with appropriate communication among key stakeholders. 3. Envisions, creates and authors a wide variety of sensitive and high-level written materials. Serves as coordinator and executor for a range of internal and external committees. May participate in decisions regarding committee work. Advises panelists on precedents and prior actions. 4. Serves as Secretary for committee(s), manages informal and formal resolution processes and voluminous correspondence. 5. May supervise the work of project coordinator and administrative staff. 6. Serves as liaison to other departments on all communications. 7. Contributes to design, organization, and maintenance of department website. 8. May perform other duties as assigned.
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.
Position Focus:
Under the direction of the Department of Neurosurgery Chair and reporting to the Manager of Academic and Administrative Affairs, this position will serve as a senior aide with responsibility for managing the flow of people and information through the Chair's office and representing the Chair's interests through contact with other Yale offices, Yale-New Haven Hospital offices, other institutions, YSM department chairs, faculty, staff, students, alumni, dignitaries and visitors from other countries and corporations. The position is also responsible for generating and managing communications on behalf of the Chair to the Department, University, and Public; with the Communications Director, monitors and assists with social media messages allowing the department to connect, build the brand, share information, and build relationships. Provides a high level of administrative support and oversees and coordinates program activities as directed, including the ability to design and implement policies, procedures, and systems to enhance office production and efficiency which includes tracking systems for workflow. Supervises two or more assigned administrative support staff and oversees workflows related to the Chair's office activities.
***This is a hybrid position working a minimum of three days on campus. Candidates must be flexible to work more days on campus as needed.***
Preferred Education, Experience and Skills:
Bachelor's Degree and experience working in an academic or comparable executive setting with 2-3 years of administrative professional writing experience and familiarity with technical and medical writing.
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.
EEO Statement:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Required Skill/Ability 1:
Proven experience supporting sr. leadership (middle management level and above) in an administrative support position. Highly developed oral and written communication. Proven ability to synthesize complex ideas and translate into language that is accessible for all audiences. Ability to craft messages from the Chair.
Required Skill/Ability 2:
Proven expertise in managing complex calendars, coordinating high-level meetings, arranging travel, drafting professional communications (e.g., letters of support), and serving as the primary point of contact . Ability to deal with complex issues, crises, and sensitive situations with discretion and proven problem-solving skills.
Required Skill/Ability 3:
Proven ability to produce high-quality, visually compelling documents, presentations, surveys, and data trackers (Excel, Powerpoint). Excellent computer skills: proficient using MS Word, Excel, PowerPoint. Ability to assist with the design of promotional and informational materials.
Required Skill/Ability 4:
Possess sound independent judgment, intuition, and common sense with excellent attention to detail and the ability to prioritize and handle a complex portfolio of work in an intensive multi-tasking environment. Proven ability handling confidential matters.
Required Skill/Ability 5:
Demonstrated ability to provide a high level of administrative support and oversee and coordinate program activities, including ability to design and implement policies, procedures, and systems to enhance office production and efficiency, including tracking systems for workflow.
