Manager, Planning Information Resources
Under the general direction of the Associate Director of Planning Administration, manage and develop the graphic and electronic presentation materials for University approval meetings, studies and reports for Facilities projects. Responsible for the development of options for enhanced website layout and user interface for all Facilities websites, as well as targeted communications for Facilities department specific initiatives.
Organize and lead project meetings with AVP of Facilities, University Planner, Directors and project managers to assess upcoming presentation and communication requirements and develop appropriate meeting agendas (meetings are high level and include Officers Program Review, Design Advisory Committee, Yale Corporation Building and Grounds, and presentations to University Trustees and Officers).
Oversee the design, preparation, printing and distribution of the mailing for the Corporation presentation packets and Facilities communications (newsletters, department specific communications, website improvements, etc.). Determine alert processes if schedules are falling behind and the impact on project timeline. Coordinate with Capital Finance and Budget staff to ensure consistent project financial reporting/tracking and verify approval of Memorandums of Understanding (MoU). Maintain electronic archive system for MoU’s and similar project approval documents.
Create, design and maintain electronic databases for planning studies, tracking reports, and data from a variety of other sources such as cost metrics and benchmarking Assist with interpretation of data and development of graphs, charts, analyses and schedules to be used in presentations at all levels of the University. Assess the visual impact and effectiveness of a range of possible presentation techniques and imagery for various programs.
Develop and coordinate digital imagery to be included in Facilities presentations to high level review committees, including electronic slide shows and hard copy texts, graphics and photographs. Manage and coordinate consultant photographers, including invoice approval. When required, personally photograph buildings/sites and edit photos for presentations. Review and select imagery appropriate to convey specific project issues. This includes all website design and content. Coordinate the timely receipt of materials via electronic delivery, FTP, and e-mail and review all materials for graphic/digital compatibility when incorporating into master Yale presentations formats.
Design and maintain the graphical identity and standards of Yale Facilities, and with materials available for use by all Facilities departments. Develop and coordinate strategies to promote Yale Facilities activities and initiatives both internally within Facilities departments, and externally within the University community.
- Manages special projects ranging from academic to financial from inception to completion, which requires quantitative analysis, independent research, and the proposal of resolutions or conclusions. Creates and envisions programmatic initiatives and communication strategies.
- Designs and develops communications strategies for special projects. Develops and exercises a keen understanding of the multiple audiences and contributing University offices involved in a given project to ensure that individual communications are rolled out within a structure planned in advance and with appropriate communication among key stakeholders.
- Envisions, creates and authors a wide variety of sensitive and high-level written materials. Serves as coordinator and executor for a range of internal and external committees. May participate in decisions regarding committee work. Advises panelists on precedents and prior actions.
- Serves as Secretary for committee(s), manages informal and formal resolution processes and voluminous correspondence.
- May supervise the work of project coordinator and administrative staff.
- Serves as liaison to other departments on all communications
- Contributes to design, organization, and maintenance of department website.
- May perform other duties as assigned.
Required Education and Experience
Bachelor’s Degree in a related field and four years of related work experience or an equivalent combination of education and experience.
Required Skill/Ability 1:
Advanced MS Excel, Word and PowerPoint Presentation skills. High proficiency in creation and manipulation of presentation materials. Experience in Adobe suite of Creative Cloud based software and document management.
Required Skill/Ability 2:
Direct experience in Photoshop manipulation of digital imagery. Site Photography experience with ability to use Digital SLR and Digital Video (GOPRO) cameras for moving imagery documentation of construction projects and campus real estate. Proficiency in document management of imagery and file management.
Required Skill/Ability 3:
Excellent oral, writing and proof-reading skills including the ability to write and format program documents. Ability to set up and train others to operate electronic audio/visual presentation equipment including video projectors and connected computers.
Required Skill/Ability 4:
Well-developed organizational skills and interpersonal skills. Well-developed strategic thinking and tactical skills and the ability to solve problems. Ability to work independently and collaboratively with in a team structure.
Required Skill/Ability 5:
Ability to manage multiple tasks and competing priorities, evaluate changing needs and meet strict high-level deadlines which will occasionally require working beyond normal business hours.
Preferred Education, Experience and Skills:
Work experience in Architectural, Facilities and/or Engineering offices and/or experience in Construction. Experience with web content management framework such as Drupal.
Weekend Hours Required?
Evening Hours Required?
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
Additional Background or Health Screening Requirements
Selected incumbent must have successful completion of a DMV check and a valid driver’s license.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
Yale University is a tobacco-free campus