Assistant Administrator

Position Focus:

Under the direction of the Manager, Staff & Faculty Affairs, provide human resources and operational management support to several Sections within the Department of Internal Medicine, including the Sections of Digestive Diseases and Endocrinology. For each assigned Section, manage the faculty hiring process, onboarding of postdoctoral and postgraduate associates/fellows, merit increase process, broad sectional communications, and workforce planning processes, maintaining compliance with university and Federal training and reporting requirements. Serve as point person in Sections for department HR policies and practices, providing coaching and leadership to faculty and managers in all HR management issues.

Essential Duties

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the assigned unit. 9. Contributes to long-range administrative planning for the assigned unit. 10. Implements University and departmental policies as they pertain to the administrative function of the unit. 11. Supervises and leads staff. 12. May perform other duties as assigned

Required Education and Experience

Minimum requirement of Bachelor’s Degree in related field and three years of experience or an equivalent combination of education and related experience.

Required Skill/Ability 1:

Demonstrated ability and working knowledge of human resources management to interpret and implement Federal/State laws, HR and faculty affairs polices and procedures.

Required Skill/Ability 2:

Demonstrated effective management skills.  Position will oversee all aspects of employees relations and workforce planning within the sections, oversee EEO compliance and compliance with University and federally mandated training.

Required Skill/Ability 3:

Effective coaching and communications skills to guide faculty and managers on effective HR strategies, strong writing skills to develop accurate job descriptions and position statements. Ability to work with faculty and staff at all levels throughout the organization in a professional manner.

Required Skill/Ability 4:

Ability to engage in progressive discipline processes and labor relations. Partnering with HR Generalist, conduct fact-finding investigations for complex employee relations issues.

Required Skill/Ability 5:

Ability to oversee administrative support and processes for PostDoctoral Associates/Fellows, Postgraduates, Lab Associates, Affiliates, Visiting Students in Research, Student Employment hires, Visiting Faculty, temporary and IEP staff.

Preferred Education, Experience and Skills:

Professional human resources experience. Yale administrative experience to include complex reporting systems (Workday, My Time, etc). Prior knowledge and experience working in a union environment is preferred.

Weekend Hours Required?

No

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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.

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.

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: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus