"Associate Administrator, YSM Dean’s Office"

Overview

The Associate Administrator facilitates the operational and administrative priorities for the Yale School of Medicine (YSM) Office of the Dean, Deputy Dean for Finance & Administration, and Deputy Dean for Academic Affairs ensuring the efficient operation of the office, in a professional, collaborative, and energetic manner. Manages the Senior Administrative Assistant in overseeing the maintenance of complex electronic calendars, monitoring and tracking annual, cyclical, and ad hoc meetings and deliverables, including committee memberships.

This position will follow a hybrid schedule (3 days per week onsite), but schedule may change for increased onsite presence on a week-by-week basis depending on the operational needs of the Dean’s Office.

The Associate Administrator will also:

• Assist with select tasks of the Associate Dean for Faculty Affairs including tracking, compiling and submitting materials for various meetings, seminars, and events. Manage high volume approval process for forms, legal documents, and other contracts, and general correspondence. Serve as a liaison with YSM departments, YSM Integrated Business Operations (IBOs) and Yale University offices and between the Deputy Dean for Academic Affairs and the Office of Academic & Professional Development (OAPD). Oversee and coordinate administrative, program, and office activities, Incoming Faculty Orientation, Faculty Workshops and serve as a source of information to faculty and staff on related policies and procedures.
• Provide cross coverage for other Dean’s Office staff, as well as support other Dean’s Office strategic initiatives, including Senior Leadership Searches, large events, and administrative activities for the Deputy Dean for Finance & Administration as needed. Use the university’s electronic systems to conduct YSM Dean’s Office business operations. Work closely with the department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures. Manage billing using Yale’s internal procurement system to prepare Purchase Orders. Draft, edit, and distribute large-scale communications.
• Leverage technology and software applications such as Microsoft Teams and Office to improve efficiency and automate forms and workflows. Prepare and create Qualtrics surveys for scheduling and data collection activities. Send Yale Messages using Salesforce or other applications for targeted communications. Draft, proofread, and edit material for grammatical and factual accuracy and process for signatures. Monitor and update listings such as the Chairs/Lead Administrator contact list, listservs, and committee listings, working with the YSM Communications team to post updated information to the YSM intranet when necessary. Identify problems with workflow, equipment, and environment and make suggestions for improving the workplace and submit facilities and other work or purchase orders as necessary.
• Perform additional duties incidental to office activities as necessary to maintain the highest level of customer service and to support an integrated experience for all stakeholders interfacing with the YSM Dean’s Office.

Job responsibilities best align as detailed above.

Required Skills and Abilities

1. Strong leadership and managerial skills, including the ability to manage people and inspire high performance.
2. Excellent analytical and project management skills with the ability to solve emerging problems and articulate policies clearly.
3. Ability to anticipate business environment changes and manage them proactively.
4. Exceptional judgment and strong communication skills.
5. Demonstrated ability to work collaboratively and foster teamwork. Detail-oriented and accurate with strong organizational abilities. Professional with a high degree of tact, discretion, and confidentiality. Intermediate level (at minimum) proficiency with: Outlook calendaring, Word, Excel, PowerPoint, Zoom, MS Teams, and Adobe Applications.

Preferred Skills and Abilities

1. Proven experience managing stakeholder relationships and delivering world-class service in a complex, matrixed environment. Supervisory experience with union and non-union staff.
2. Experience in management, finance, and/or academic affairs/faculty lifecycle.
3. Advanced degree in a relevant field such as Economics, Business, Finance, Public Administration, or Human Resources, with five years of experience or an equivalent combination of education and related experience.
4. Experience with enterprise management systems and financial tools.
5. Intermediate level (at minimum) proficiency with: Qualtrics and Yale Message

Principal Responsibilities

1. Manages the daily operation of a unit, department, or school of the university with emphasis on human resources, information technology, financial reporting, facility planning, research support, and compliance among other functions.
2. Exercises administrative and fiscal responsibility for the business affairs of the assigned department, procures services for the department, and serves as liaison between department and other University administrative offices.
3. Establishes and implements policy pertaining to financials and business affairs for the department within University guidelines.
4. Manages the preparation and management of grant and contract proposals and resolves issues related to grant and contract proposals, awards, and execution.
5. Determines budgetary and financial needs, develops and prepares departmental budgets and financial reports and oversees preparation and administration of budgets, grants, and contracts within guidelines established by the University and the department.
6. Manages a variety of human resources activities including: employment, staffing, labor relations, benefits, training, payroll and compensation for the assigned department.
7. Establishes financial and operational systems and ensures that all expenditures are monitored and controlled, approves payment of invoices for services provided to the department, and resolves billing and collection problems.
8. Manages the allocation of space as well as the procurement of equipment for use by staff and facility improvements and renovations within the assigned department.
9. Manages a staff of exempt and non-exempt employees.
10. 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.