Essential Duties 1. Serves as the principal source of information regarding policies and procedures related to faculty appointments. 2. Receives and reviews forms related to faculty administrative transactions for errors and omissions. Identifies and researches unclear transactions without supervision and guidance. Independently contacts departments to resolve issues and provides coaching on University policies and procedures to ensure future compliance. 3. Inputs data into databases and runs reports to verify accuracy and integrity of data. 4. Ensures timely reviews for reappointments and promotions by establishing reasonable schedules. 5. Reviews promotion materials from assigned departments and schools to ensure compliance. 6. Coordinates the electronic and secure distribution of appointment and promotion documents to appropriate committee members. 7. Independently responds to, screens, and triages requests and resolves or triages questions regarding faculty searches for applicants and reference letter writers. 8. Reviews information gathered for faculty searches by the search committee. 9. Maintains contact lists for use by various University departments for important e-mailings and access to secure systems. 10. Serves as member of support teams and provides back-up for other support staff. 11. Maintains records as required by Yale or government policy. 12. Processes additional appointments as needed. 13. 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's Degree; or little or no work experience and a Bachelor's Degree in a related field; or an equivalent combination of education and related experience. 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: Reporting to the Operations Manager and exercising independent judgement and initiative, will provide high level administrative support for faculty members in the Department of Earth & Planetary Sciences. Faculty Support: Serve as a key contact and support several faculty by maintaining several complex calendars, scheduling and coordinating in-person and virtual, internal and external, meetings in multiple time zones. Assist faculty with domestic and international travel and CV maintenance. Provide procurement/financial support including supplier setup, expense management, supplier invoice requests, and purchase orders using the Workday financial application system. Assist in assembling materials as directed for preparation of grant and publication submissions. Formats, proofread, and edits correspondence, reports, and other material. Departmental Support: Provide a degree of support for events, projects, and recruitment efforts which may require researching and pricing venues, venue selection, set-up, advertising, catering, technical support, on and off campus in-person support, follow-up, tracking, managing agendas/itineraries, travel arrangements for department and class field trips, identifying and anticipating all needs and accommodations for these events as required. Review outgoing material for completeness and accuracy. Gather, compile, and organize data to create reports or summaries. May order, stock and distribute office supplies, mail and packages. Greets visitors. Answers and screens telephone calls. Provides administrative back-up to colleagues. Efficiently and professionally completes other clerical and administrative tasks as assigned to maintain highest level of service and support. 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.