Reporting to the Vice Chair of Finance and Administration, this position will provide managerial oversight to the administrative and operational functions for a team of administrative professionals who support the mission of the Department of Pediatrics across multiple sections. Provides daily, direct supervision and support to a team of administrative staff while managing projects and spearheading initiatives as directed by Departmental leadership. Evaluates and revises business processes as appropriate to find efficiencies and meet Departmental needs. Responsible for management of workflow practices, coordination of coverage, timecard approval, staff performance feedback and training needs, and the daily operations of staff.
This position will be responsible for fostering professional development by coordinating training sessions, implementing best practices, and interacting regularly with supervised staff. Plan and manage the Department's annual administrative support budget. Ensure compliance with both University and School policies and procedures, develop and implement systems to improve efficiency and effectiveness of staff and workflow. Manage the time entry system for administrative staff by approving timesheets, vacation requests and cross coverage needs.
The Administrative Supervisor will work closely with Department leadership including the Director of Program Development/Operations/Clinical Services, Operations Manager, Vice Chair of Finance and Administration, and Human Resources Generalist to plan and coordinate procedures, protocols, projects and programs to support the vision and organizational objectives of the Department Chair.
1. Supervises the day-to-day activities of support staff. 2. Assesses and resolves or escalates problems arising within unit. 3. Assists in the development of policies and procedures in support of unit. 4. Assists in long-range planning for work unit needs. 5. Participates in unit budget planning. 6. Evaluates work requests to determine if they are appropriate to the unit or another area. 7. Ensures that work flow is organized and staffed for quality efficient completion. 8. Communicates deadlines and special circumstances to staff. 9. Maintains equipment and supplies for unit. 10. Completes evaluations of direct report employees. 11. Interacts with University personnel to define work assignments and requirements, communicate progress of work, and plan and coordinate projects. 12. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors. 13. Supervises a staff of exempt and non-exempt employees. 14. Performs other duties as assigned.
Required Education and Experience
Minimum requirement of Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.
Required Skill/Ability 1:
Demonstrated ability to manage people on a day-to-day basis with the ability to manage relationships and influence others in a positive manner and inspire a high level of commitment and performance. Self-directed and a self-starter.
Required Skill/Ability 2:
Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed. Ability to plan and manage the Department's annual administrative budget. Ability to proactively manage change. Ability to utilize various institutional tools and resources such as the performance feedback process and timekeeping system.
Required Skill/Ability 3:
Well-developed interpersonal skills. Ability to interact with all levels of faculty, staff and outside parties including Local 34 leadership. Ability to form strong working relationships among staff and leadership. Ability to manage conflict and address issues in a fair, positive and timely manner.
Required Skill/Ability 4:
Demonstrated organizational, planning, decision-making and problem solving skills. Proficient in framing a problem, identifying and evaluating potential solutions, developing a plan of action and milestones, and evaluating the effectiveness of the chosen course of action.
Required Skill/Ability 5:
Proficiency with MS Outlook, Word, Excel and PowerPoint. Ability to establish priorities and follow through on projects, paying close attention to detail with minimal supervision to complete assignments under time constraints.
Preferred Education, Experience and Skills:
5-7 years proven experience in a supervisory/management role. Knowledge and understanding of the Local 34 contract and Yale policies and procedures. Knowledge of Yale systems such as Epic, Workday and SciQuest. Experience with organizational design and structure.
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.
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: firstname.lastname@example.org.