Reporting to and under the general direction of the Program Director, perform high-level administrative services to support the mission and overall programming operations of the Council on East Asian Studies at the MacMillan Center at Yale University (CEAS) including comprehensive coordination and implementation of events (e.g., lectures, film series, workshops, conferences and cultural activities). Liaison with other Yale departments, students, student organizations, and external contacts (including domestic and international universities, foundations, & cultural organizations) to implement & review current programs and develop new initiatives. Coordinate the CEAS Postdoctoral Associates Program; advertise competition; maintain applicant files using specialized on-line system; arrange faculty selection committee meetings; coordinate with CEAS Registrar to facilitate submission of course proposals; collaborate with MacMillan Center and Central Postdoc Office on preparation of appointment paperwork; coordinate with Office of International Students and Scholars for appointment of foreign nationals; provide orientation for new postdoctoral associates; and serve as main contact for administrative queries regarding program. Coordinate the CEAS Visiting Scholars Program; liaison with faculty, departments, MacMillan Center, and Office of International Students and Scholars regarding proposed visitors; assist with preparation of invitation letters, appointment paperwork and orientation activities; ensure visiting scholars are fully integrated into CEAS academic and public programming. Develop and edit CEAS advertising, publicity materials, and program publications, including content for newsletters; consider new ways to utilize social media, webcasts, podcasts, and other technologies to enhance CEAS programming initiatives; provide digital documentation of CEAS programs, including recordings and photography; and provide consistent and detailed website and database updates, including keeping programming resources current on various calendars and digital platforms. Assist with preparation of digital resources on EliScholar and other academic repositories. Assist with the compilation of materials for external grant applications and annual reporting requirements as part of CEAS stewardship activities, including comprehensive data related to programs supported by federal and non-federal grants. Oversee work of student workers assigned to help with CEAS programs.
Essential Duties
1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.
2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.
4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.
5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.
7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.
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