Program and Functional Administrator

Connecticut, United States
02 Dec 2020
End of advertisement period
02 Feb 2021
Contract Type
Full Time

Position Focus:

The University Registrar’s Office facilitates faculty teaching and student learning, and closely supports departmental/school staff though many systems, processes, and training programs for Yale College, the Graduate School of Arts and Sciences, and the professional schools.

The Program & Functional Administrator reports to the University Scheduling Office unit of the University Registrar’s Office with primary responsibility for functional administration and process optimization of the University-wide scheduling system for a designated area of the University. The role enables faculty, students, and staff to maximize their focus on program and academic activities by providing excellent customer service, clear communication, and serving as a critical conduit between end users and their scheduling needs.

The Program & Functional Administrator evaluates and resolves issues in a variety of locations across campus. The new Humanities Quadrangle will have 18 departments and over 80 available spaces that the role will oversee. This position will work with departments to identify their needs, establish and revise policies for each individual space, enforce and maintain those policies, make exceptions as needed, and work with all the departments to ensure their competing needs are accommodated in a fair and equitable manner.

Principal Responsibilities:

  • Develop, implement, and manage operational policies and procedures for space scheduling while working with a diverse group of university-wide stakeholders to identify scheduling needs and priorities to optimize resources and the overall end-user experience.
  • Partner with assigned departments to ensure their competing resource needs are accommodated in a fair and equitable manner through independent decision making on policy exceptions and de-escalating tensions between users/departments.
  • Track all scheduling activities and recommend structural or programmatic adjustments, changes, or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of scheduling and the University-wide scheduling system.
  • Troubleshoot issues and problems that occur, providing ongoing maintenance and technical support for the University-wide scheduling system, escalating to the vendor as necessary.
  • Respond to issues and concerns from faculty, staff, and students while enforcing and maintaining established policies.
  • Anticipate problems and issues that might arise; handle emergencies in a professional manner, informing appropriate University offices and escalating as necessary.
  • Identify opportunities to improve workflow, software and other tools, and recommend enhancements.
  • Prepare documentation and user manuals. Provide support for training of end users.
  • Identify, solicit, and cultivate community partnerships and collaborations to assist the development and growth of the Office and University-wide scheduling system.
  • Demonstrate and inspire positive citizenship, connecting the unit and University through communication, alignment of priorities, implementation of initiatives, and active engagement in University administrative priorities.
  • Provide managerial oversight in the planning, preparation, production and delivery of exceptional service to students, faculty, and staff daily, in compliance with established university and departmental policies and practices
  • May perform other duties as assigned.

Essential Duties

  1. In support of the overall mission, plans, directs and oversees programmatic activities.
  2. Develops, implements, and maintains operational policies and procedures.
  3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program.
  4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans.
  5. dentifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program.
  6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program.
  7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications.
  8. Develops and manages the program's operating budget.
  9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs.
  10. May perform other duties as assigned.

Required Education and Experience

Bachelor's Degree in a related field and two years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Demonstrated success with independent judgement, planning, evaluation, and decision-making. Ability to complete projects and support operational needs independently with a high level of success, as well as ability to interact successfully within a team environment.

Required Skill/Ability 2:

Strong critical-thinking, analytical, planning and organizational skills and the ability to understand and explain complex policies and regulations.

Required Skill/Ability 3:

Proven dependability, tact, and use of good ethical judgment. Ability to work well both independently and as part of a team. Ability to maintain high standards for self and others, take interest and pride in improving skills, surpass expectations and put forth best product as an individual and as a team.

Required Skill/Ability 4:

Demonstrated ability to communicate effectively, orally and in writing, to deliver a high level of customer service working with a diverse campus population.

Required Skill/Ability 5:

Strong computer skills and proficiency working with software and spreadsheet applications.

Preferred Education, Experience and Skills:

Understanding of and experience working within a high level academic community and familiarity dealing directly with academic departments. Ability to manage through influence by cooperation and collaboration. Knowledge of standard classroom technology and audio-visual equipment.

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 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, 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:

Note Yale University is a tobacco-free campus

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