Manager Administrative Services
The Administrative Services Manager for Dermatology serves as a strategic partner to Department leadership to ensure high-quality staff and faculty support for the department is delivered in advancement of the overall mission. This position plays a key role as a member of the Business Operations team and works in concert with leaders to manage Faculty Affairs, Operations, and Staff Administration for the department.
This individual will conceptualize, plan, design, and coordinate the implementation of effective and innovative strategies, programs, policies, procedures, and protocols related to faculty affairs and business operation functions (i.e. administration, clinical, financial, HR, operations, research, space planning etc.) for staff and faculty.
Functions as Departmental resource by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation.Talent Manager and Developer: Utilizes effective practices for attracting, retaining & developing high quality talent. Works with HR partners in selection, performance management, & career development processes as well as to address employee relations issues in line with University guidelines & contractual agreements. Makes recommendations for the movement of administrative talent & the development of staff. Cultivates a diversity of backgrounds & perspectives across the Department.Oversees probationary & annual performance review process for designated staff by soliciting/compiling feedback, & reviewing it with the Administrative Supervisors.Conceptualizes & participates in business process re-design & other quality improvement initiatives for the designated programs; facilitates implementation of approved modifications to ensure optimal use of organizational resources.Ensures that cross-coverage rotations for identified areas are correctly & appropriately implemented. Authorizes & schedules relief staff as required to maintain staffing levels & minimize disruption.Collaborates with the Office of Education & the administrative structure as it relates to Clerkships, Residency, Fellowships, & Graduate programs.Provides coaching to Administrative Supervisors & Assistants across the Department.May serve as the unit’s point of contact to/from service providers (e.g., Facilities, HR, IT/Telecomm, Student Services, Faculty Affairs, Emergency Operations for Business Continuity Plan) to ensure providers are apprised of unit needs & relevant information; troubleshoot & takes action where needed; monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative & operational services to the Director, Finance & Administration.Risk Manager: Ensures necessary processes are in place for compliance across the entire department. Implements & maintains strong internal controls of assigned responsibility to provide reasonable assurance of effective & appropriate resource use, accurate financial information, & adherence to contractual obligations & agreements, policies, procedures & external regulatory requirements. Takes corrective action to protect Yale’s assets, resources, information & reputation. Identifies, communicates & addresses issues/concerns in a timely & appropriate manner. Ensures all faculty & staff are knowledgeable of the regulations, policies, procedures, & Yale requirements as they pertain to their scope of activity. Escalates issues to the Director, Finance & Administration as appropriate.University Citizen: Connects the unit & University through communication, alignment of priorities, implementation of initiatives & active engagement in University administrative priorities. Represents unit needs, challenges, & opportunities at the Director, Finance & Administration and/or Institutional level. Creates opportunities to enhance the image & value of the unit. Shares knowledge & best practices with others.Strategic Resource: Partners with the Director, Finance & Administration to shape the unit’s administrative & operational priorities & support strategic planning process. Recommends resources needed to achieve short-term & long-term goals & identifies any factors that may impact the unit’s ability to successfully meet its mission & goals. Assesses level of financial & non-financial resources available for the unit to achieve its goals (e.g., funding, space, technology, staff capabilities & capacity). Recognizes & raises potential issues, ideas & solutions to Director, Finance & Administration.
Required Education and Experience
- Bachelor’s Degree in a related field and three years of related work experience or an equivalent combination of education and experience.
- Experience in senior level academic administration or comparable executive setting.
Required Skill/Ability 1:
Proven problem-solving ability. Ability to resolve complex issues with sound judgment. Proven well-developed interpersonal skills. Ability to work as a team.
Required Skill/Ability 2:
Demonstrated ability to manage complex HR operations for both faculty and staff recruitment activities (RFPs, advertising, interviewing and selection, committee coordination, etc.)
Required Skill/Ability 3:
Proven effective coaching and communication skills to guide faculty and managers on effective strategies, strong writing skills to develop accurate job descriptions and position statements.
Required Skill/Ability 4:
Ability to anticipate changes in the business environment and proactively manage change.
Required Skill/Ability 5:
Demonstrated superior customer service orientation and skill with ability to proactively engage clients.
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.
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