Administrative Services Supervisor

29-Sep-2022

Physics – Business Office

76653BR

University Job Title

Supervisor, Administrative Services

Bargaining Unit

None – Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (M5)

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

217 Prospect Street
New Haven, CT 06511

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Position Focus:

The Supervisor of Administrative Services supports the Operations Manager of Physics and works with the Lead Administrator and Chair of Physics with wide latitude for exercising independent judgment and initiative, supervises and executes the day-to-day administrative operations of the Department of Physics. Responsible for the coordination of all aspects of the daily operation of support services (faculty and academic appointments, graduate and undergraduate programs) for the Physics Department. Manages seminar program, symposia, and annual Accepted Graduate Candidate Visiting Days. Oversees clerical and administrative support tasks. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.

Supervises and manages the day-to-day operations of the Office of Faculty and Academic Affairs. Supervise, hire, train, develop and discipline managerial, and clerical and technical employees. Monitor employee performance and completion of work assignments. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office production and efficiency. 

Dept/Section URL

https://physics.yale.edu/

Essential Duties

1. Supervises the administrative functions of the office with responsibility for the training and development for a minimum of two full time staff members. 2. Ensures communication with various projects and initiatives in a timely and efficient manner. Researches information on a wide variety of topics and events requiring contact with university officials, faculty, etc. Prepares and contributes to the preparation of reports, briefings, presentations and responses on strategic initiatives as appropriate. 3. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality. 4. Reads through various contracts/agreements, summarizes key terms, and tracks compliance with those terms. 5. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office production and efficiency. 6. Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials. 7. Conducts budgetary and cost analyses on office activities. Supervises financial activities and develops systems for tracking expenditures. Reviews and reconciles administrative budget and prepares and monitors financial data. 8. Manages calendars and prioritizes activities. Ensures calendar flexibility. 9. Ensures meeting materials, presentations, speeches, etc. are prepared in advance and that preparations for all future calendar events are on schedule. 10. Oversees the coordination of events and special projects for the office. 11. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and a minimum of three years of related work experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Proven ability to oversee/supervise staff.  Ability to manage conflicts and interpersonal relationships.

Required Skill/Ability 2:

Exceptional interpersonal skills and proven ability to interact effectively with a diverse client base. Ability to handle sensitive and confidential matters with the utmost discretion. Independent judgment and ability to perform under pressure.

Required Skill/Ability 3:

Exceptional organizational, multi-tasking and prioritization skills. Ability to handle multiple project with conflicting deadlines and take ownership of projects and deadlines, including reminders to faculty as needed to meet University deadlines.

Required Skill/Ability 4:

Ability to solve problems, working independently and as a member of a team.

Required Skill/Ability 5:

Able to contribute to the management team of the department, ensure compliance with University policies and procedures and establish working knowledge of departmental financial policies and provide direction and support as needed to faculty, postdocs, students, and staff.

Preferred Education, Experience and Skills:

Prior experience providing support in an academic unit handling faculty appointments, leaves, promotions.
Some knowledge of the Postdoctoral appointment process.  Some knowledge of  FAS graduate student lifecycle and payments. Some experience with the Visa process and the Yale OISS..
Experience with Yale systems such as Workday, STARS, Interfolio, ISD, and
START.

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.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

[email protected]<mailto:[email protected]>

Note

Yale University is a tobacco-free campus