Job Announcements

 

NO LONGER OPEN

 

Staff Position: Academic Support Assistant

Interested candidates should apply directly at

http://www.yale.edu/hronline/careers/

STARS Req #: 15841BR

General Purpose

Provide comprehensive administrative support to the Department Chair, Director of Undergraduate Studies, Director of Graduate Studies, faculty, students, and visitors. This Academic Support Assistant reports to the Regional Operations Manager and works in close coordination with the Office of the Registrar and the Faculty Development Office.  Arrange, assist and execute academic support activities.  Serve as the first line of support for department leadership, faculty, and students.  Handle day-to-day administrative activities.

 

Essential Duties

1.       Serve as principal source of information about the University and the Department of French, its majors and degrees, events, deadlines, and general processes and procedures to students, prospective students, faculty, and staff. 

2.       With direction and support from the Academic Support Coordinator, provide a logistical and clerical support to the DGS/DUS, faculty and students:

  • Maintain student records and compile progress toward degree reports
  • Provide standard and ad hoc reports to DGS/DUS as needed.
  • Arrange logistics for and initiate development of materials for admission, orientation, advising, and graduation.
  • Maintain schedule of department-controlled teaching and research space.
  • Enter relevant events in the Romance Languages Lounge calendar
  • Act as proxy for DGS and DUS in electronic systems such as the Faculty Grading System (FGS),
  • Faculty-Student Advising (FSA), and Classes V2.
  • Assign Teaching Fellows in the Teaching Fellow System (TFS) as directed.
  • Assist DGS with the online admission processing including review of applications for completeness, and provide statistical analysis and reports as requested.

3.       Establish and maintain confidential student files, ensuring all personal, financial, and academic records are kept current and accurate. Monitor student records to ensure compliance with academic regulations and program requirements for graduation.

4.       Coordinate teaching schedules for faculty and graduate student instructors.

5.       Support students in the access and use of academic support systems and services. 

6.       Support instructors in the use of the Course Information Management System (CIMS), Course Proposal Form (CPF), Online Course Information (OCI), the Teaching Fellow System (TFS) and Classes V2.  Monitor, identify, and ensure that timely updates are made to systems.  Request user account updates as necessary.

7.       Schedule and coordinate language exams, oral exams, language translation exams, French tables, and academic prize interviews.

8.       Arrange for and coordinate graduate recruitment visits, including travel, overnight accommodations, and appointments with faculty.

9.       Make referrals and schedule appointments with appropriate faculty and staff as needed.  Assist with course registration.

10.   Process applications for admissions. Ensure compliance with administrative policies and procedures.

11.   Participate in the testing of new processes and systems as requested.

12.   Assist Administrative Coordinator, as needed, with organizing social functions.

13.   Maintain and update information and announcements on departmental bulletin boards.

14.   Perform clerical functions incidental to office activities.

 

Education and Experience

1.  Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little to no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.

 

Skills and Abilities

1.       Excellent interpersonal skills.  Ability to represent the Department and the University professionally; ability to communicate orally and in writing in a clear, pleasant, and grammatically correct manner; ability to handle multiple priorities.

2.       Excellent attention to detail with a demonstrated ability to concentrate and perform with accuracy despite constant and varied interruptions.  Ability to prioritize to meet deadlines and follow schedules; multi-task effectively.

3.       Computer skills and knowledge of software such as Windows and Microsoft products: Word, Excel, Outlook and PowerPoint or equivalent; Internet navigation skills.  Ability to interpret policies, procedures, regulations and guidelines accurately.

4.       Ability to make decisions independently when appropriate.

5.       Excellent attendance record.

 

Preferred:

1.  Interest in French culture, language, literature.

2.  Web maintenance and editing skills.