Yale University
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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!
Hourly Range 34.77
Overview Reporting to the Senior Associate Dean of Academic & Faculty Affairs for the Faculty of Arts & Sciences and supporting the FAS Associate Dean of Strategic Initiatives and Communications, this position serves as the administrative leader and expert resource over the complex multiyear and single-year instructional faculty search, recruitment, reappointment and promotion administrative policies and procedures for the 50+ departments and programs that comprise the FAS.
This role is responsible for having in depth knowledge about the complex practices and procedures required for implementing FAS multi-year and single-year instructional faculty search, recruitment, reappointment, promotion, leave and retention processes, including but not limited to FAS, university and federal level requirements.
Responsibilities Provides the FAS Chairs’ Assistants with direction and guidance over the entire lifecycle process for instructional faculty, from searching and recruiting to reappointment and promotion reviews to termination and retirement. Reviews instructional faculty and trainee search materials in Interfolio and reviews instructional faculty shortlists in the Faculty Search Reporting Process (FSRP). Provides administrative support for the Teaching Resource Advisory Committee (TRAC) and monitors the progress of each TRAC case, reviewing each dossier within Interfolio for completeness, timeliness, and compliance with FAS and University guidelines. Provides Interfolio case support and guidance for non-tenured ladder faculty leaves and instructional faculty Professional Development, Leaves, reappointments and promotions.
Also, oversees and leads the search and offers work of the administrative staff including prioritizing and distributing work.
Serves as a consultant and training resource to all departmental personnel who support instructional faculty search and offer processes. Serves as a key resource that provides independent interpretation and guidance on the multi-year and single-year instructional faculty procedures to a variety of stakeholders, including members of the Provost’s Office, FAS department faculty Chairs, Chair’s Assistants, department business office staff and other stakeholders.
Serves as the final reviewer of all multi-year and single-year instructional faculty recruitment, reappointment and promotion letters and ensures that all procedural requirements have been met. Manages strict timelines for Provost and FAS approvals. Ensures accurate and detailed production and dissemination of several hundred recruitment, reappointment and promotion letters to faculty candidates and current faculty members each academic year.
As part of the administrative leadership of the office, oversee and coordinate the assessment of practices and procedures, participates, and leads improvement initiatives, and effectively communicates changes. Manages departmental email inbox, addressing and answering inquiries or forwarding them to the relevant people, as needed. May provide administrative support coverage for other staff members including front desk coverage of Warner House.
The drafting and distribution of faculty letters could include all of: creating initial drafts; circulating multiple revisions to departments, Deans and senior staff within the FAS Dean’s Office and counterparts in the Provost’s Office, the Office of Faculty Administrative Services and other key contacts within and beyond the university; tracking the status of required reviews and approvals; sending final drafts to candidates and maintaining records of all terms in the Porter database.
Other responsibilities include event planning, expense management, ordering supplies and other essential duties as assigned.
Required Skills And Abilities
Prior experience working with faculty hiring processes and procedures. Knowledge of faculty ranks, departments, divisions, and governance. Proven ability working in an academic environment among faculty, students and staff in an administrative leader and training capacity. Ability to handle sensitive and confidential subject matter with the utmost discretion. Ability to represent the FAS Dean’s Office and the University professionally.
Strong leadership skills with the ability to ensure projects and assignments are fully completed in a timely manner. Demonstrated ability to make independent and informed decisions, solve problems, take initiative, anticipate action, follow-through, and work independently and as part of a team.
Outstanding interpersonal skills and ability to interact with a diverse population. Strong oral and written communications skills, with the ability to compose and distribute moderately complex correspondence with a high degree of accuracy and attention to detail. Experience drafting, editing, and reviewing offer letters and correspondence.
Demonstrated ability of multitasking with strong organizational and prioritization skills, working in a busy environment. Ability to organize workload and meet multiple competing deadlines.
Proficiency with Microsoft Office Suite. Willingness and ability to learn new systems. Excellent attendance, reliability and punctuality as attested by references.
Preferred Skills And Abilities
Experience with Workday, YaleMessage, Interfolio and Porter systems. 2.Experience with faculty appointments, leaves and search processes.
Advanced computer skills.
Prior experience overseeing the work of others.
Principal Responsibilities
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.
Job Posting Date 10/22/2025
Job Category Administrative Support
Bargaining Unit L34
Compensation Grade Labor Grade E
Time Type Full time
Duration Type Staff
Work Model Hybrid
Location 1 Hillhouse Avenue, New Haven, Connecticut
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.
Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
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 position. Employees will be assigned specific job-related duties through their hiring department.
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).
Yale University is a tobacco-free campus.
#J-18808-Ljbffr
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!
Hourly Range 34.77
Overview Reporting to the Senior Associate Dean of Academic & Faculty Affairs for the Faculty of Arts & Sciences and supporting the FAS Associate Dean of Strategic Initiatives and Communications, this position serves as the administrative leader and expert resource over the complex multiyear and single-year instructional faculty search, recruitment, reappointment and promotion administrative policies and procedures for the 50+ departments and programs that comprise the FAS.
This role is responsible for having in depth knowledge about the complex practices and procedures required for implementing FAS multi-year and single-year instructional faculty search, recruitment, reappointment, promotion, leave and retention processes, including but not limited to FAS, university and federal level requirements.
Responsibilities Provides the FAS Chairs’ Assistants with direction and guidance over the entire lifecycle process for instructional faculty, from searching and recruiting to reappointment and promotion reviews to termination and retirement. Reviews instructional faculty and trainee search materials in Interfolio and reviews instructional faculty shortlists in the Faculty Search Reporting Process (FSRP). Provides administrative support for the Teaching Resource Advisory Committee (TRAC) and monitors the progress of each TRAC case, reviewing each dossier within Interfolio for completeness, timeliness, and compliance with FAS and University guidelines. Provides Interfolio case support and guidance for non-tenured ladder faculty leaves and instructional faculty Professional Development, Leaves, reappointments and promotions.
Also, oversees and leads the search and offers work of the administrative staff including prioritizing and distributing work.
Serves as a consultant and training resource to all departmental personnel who support instructional faculty search and offer processes. Serves as a key resource that provides independent interpretation and guidance on the multi-year and single-year instructional faculty procedures to a variety of stakeholders, including members of the Provost’s Office, FAS department faculty Chairs, Chair’s Assistants, department business office staff and other stakeholders.
Serves as the final reviewer of all multi-year and single-year instructional faculty recruitment, reappointment and promotion letters and ensures that all procedural requirements have been met. Manages strict timelines for Provost and FAS approvals. Ensures accurate and detailed production and dissemination of several hundred recruitment, reappointment and promotion letters to faculty candidates and current faculty members each academic year.
As part of the administrative leadership of the office, oversee and coordinate the assessment of practices and procedures, participates, and leads improvement initiatives, and effectively communicates changes. Manages departmental email inbox, addressing and answering inquiries or forwarding them to the relevant people, as needed. May provide administrative support coverage for other staff members including front desk coverage of Warner House.
The drafting and distribution of faculty letters could include all of: creating initial drafts; circulating multiple revisions to departments, Deans and senior staff within the FAS Dean’s Office and counterparts in the Provost’s Office, the Office of Faculty Administrative Services and other key contacts within and beyond the university; tracking the status of required reviews and approvals; sending final drafts to candidates and maintaining records of all terms in the Porter database.
Other responsibilities include event planning, expense management, ordering supplies and other essential duties as assigned.
Required Skills And Abilities
Prior experience working with faculty hiring processes and procedures. Knowledge of faculty ranks, departments, divisions, and governance. Proven ability working in an academic environment among faculty, students and staff in an administrative leader and training capacity. Ability to handle sensitive and confidential subject matter with the utmost discretion. Ability to represent the FAS Dean’s Office and the University professionally.
Strong leadership skills with the ability to ensure projects and assignments are fully completed in a timely manner. Demonstrated ability to make independent and informed decisions, solve problems, take initiative, anticipate action, follow-through, and work independently and as part of a team.
Outstanding interpersonal skills and ability to interact with a diverse population. Strong oral and written communications skills, with the ability to compose and distribute moderately complex correspondence with a high degree of accuracy and attention to detail. Experience drafting, editing, and reviewing offer letters and correspondence.
Demonstrated ability of multitasking with strong organizational and prioritization skills, working in a busy environment. Ability to organize workload and meet multiple competing deadlines.
Proficiency with Microsoft Office Suite. Willingness and ability to learn new systems. Excellent attendance, reliability and punctuality as attested by references.
Preferred Skills And Abilities
Experience with Workday, YaleMessage, Interfolio and Porter systems. 2.Experience with faculty appointments, leaves and search processes.
Advanced computer skills.
Prior experience overseeing the work of others.
Principal Responsibilities
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.
Job Posting Date 10/22/2025
Job Category Administrative Support
Bargaining Unit L34
Compensation Grade Labor Grade E
Time Type Full time
Duration Type Staff
Work Model Hybrid
Location 1 Hillhouse Avenue, New Haven, Connecticut
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.
Health Requirements Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
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 position. Employees will be assigned specific job-related duties through their hiring department.
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).
Yale University is a tobacco-free campus.
#J-18808-Ljbffr