Reporting to the Administrative Services Supervisor, this position serves as the Senior Administrative Assistant supporting the Chair and the department of Physics. Provides comprehensive, high level support to the Chair, as the Chair’s Assistant, the departmental faculty and the search/promotion/tenure and appointment process. Serves as the principal source of information regarding policies and procedures related to faculty appointments. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. Reviews promotion materials to ensure compliance. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. Assists in responding to, screening, and triaging requests and assists resolving or triaging questions regarding faculty searches for applicants and reference letter writers. Reviews information gathered for faculty searches by the search committee. Processes additional appointments as needed. Serves as Physics liaison to cultivate relationships and builds networks with faculty and staff in other Yale departments, other universities, institutions and alumni. Responsible for processing supplier setup, expense reimbursements, supplier invoice requests Yale forms, policies and procedures. Coordinate detailed and complex travel, both domestic and international. Schedule and coordinate logistics with respect to events planning, including researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars and other faculty and departmental events as required. Strong working knowledge of Yale domestic and international travel policies and procedures including ACH and wire transfers. Prepare and distribute materials for meetings as well as taking minutes as needed. Actively updates and oversees the department website and digital e-board with fresh designs and content changes and assists with communication to the department and beyond. Work with the technical team to troubleshoot any website/e-board problems, update website format and accessibility compliance. Ensure facilities and office machines are maintained as needed. Respond to requests for information and provide assistance. Schedule and coordinate meetings and appointments. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.
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