Associate Director, Faculty & Staff Administration

26-Sep-2022

Child Study Center – Faculty Affairs and Staff Administration

76690BR

University Job Title

Manager, Administrative Services

Bargaining Unit

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

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (24)

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

333 Cedar Street New Haven, CT 06510

Work Week

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

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Days/Hours (Other than Standard)

Hybrid – 2 days in the office

Position Focus:

This position serves as a critical conduit of information for the behavioral health IBO; Child Study Center and Psychiatry. The Manager of Faculty Affairs and Staff Administration is responsible for acting as a partner to the Director and Associate Directors of Faculty Affairs and Staff Administration as well as additional department leadership. This position will lead and manage the process staff hiring and will assist in managing the hiring process for Masters level faculty and Solnit Fellows. This position will also be part of a team that leads faculty recruitment and retention, faculty compensation and analysis, and faculty appointments and promotions processes.

Essential Duties

1. Functions as Departmental resource by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation. 2. Talent Manager and Developer: Utilizes effective practices for attracting, retaining, and developing high quality talent. Works with HR partners in selection, performance management, and career development processes as well as to address employee relations issues in line with University guidelines and contractual agreements. Makes recommendations for the movement of administrative talent and the development of staff. Cultivates a diversity of backgrounds and perspectives across the Department. 3. Oversees probationary and annual performance review process for designated staff by soliciting/compiling feedback and reviewing it with the Administrative Supervisors. 4. Conceptualizes and participates in business process re-design and other quality improvement initiatives for the designated programs; facilitates implementation of approved modifications to ensure optimal use of organizational resources. 5. Ensures that cross-coverage rotations for identified areas are correctly and appropriately implemented. Authorizes and schedules relief staff as required to maintain staffing levels and minimize disruption. 6. Collaborates with the Office of Education and the administrative structure as it relates to Clerkships, Residency, Fellowships, and Graduate programs. 7. Provides coaching to Administrative Supervisors and Assistants across the Department. 8. May serve as the unit’s point of contact to/from service to ensure providers are apprised of unit needs and relevant information; troubleshoot and acts where needed; monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative and operational services to the Director, Finance and Administration. 9. Risk Manager: Ensures necessary processes are in place for compliance across the entire department. Implements and maintains strong internal controls of assigned responsibility to provide reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Takes corrective action to protect Yale’s assets, resources, information, and reputation. Identifies, communicates, and addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures, and Yale requirements as they pertain to their scope of activity. Escalates issues to the Director, Finance and Administration as appropriate. 10. University Citizen: Connects the unit and University through communication, alignment of priorities, implementation of initiatives and active engagement in University administrative priorities. Engages in initiatives generated by the Director, Finance and Administration, Chair, and the University. Represents unit needs, challenges, and opportunities at the Director, Finance and Administration and/or Institutional level. Creates opportunities to enhance the image and value of the unit. Shares knowledge and best practices with others. 11. Strategic Resource: Partners with the Director, Finance and Administration to shape the unit’s administrative and operational priorities and support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals and identifies any factors that may impact the unit’s ability to successfully meet its mission and goals. Assesses level of financial and non-financial resources available for the unit to achieve its goals. Recognizes and raises potential issues, ideas and solutions to Director, Finance and Administration.

Required Education and Experience

1. Bachelor’s Degree in a related field and three years of related work experience or an equivalent combination of education and experience. 2. Experience in senior level academic administration or comparable executive setting.

Required Skill/Ability 1:

Excellent attention to detail and ability to prioritize and handle many tasks and priorities simultaneously in a complex, face paced academic environment.

Required Skill/Ability 2:

Excellent oral and written communication skills necessary to effectively deal with individuals both inside and outside the organization from diverse backgrounds.

Required Skill/Ability 3:

Ability to deal with complex issues and sensitive situations that require confidentiality and discretion.

Required Skill/Ability 4:

Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed.

Preferred Education, Experience and Skills:

Experience working with Workday and STARS. 

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

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Note

Yale University is a tobacco-free campus