"Asst Director of Admin & Program Operations, YYGS"

Overview

Yale Young Global Scholars (YYGS, globalscholars.yale.edu) is the premier summer academic enrichment and leadership development program of its kind for talented high school students from around the world, and is administered by the Office of International Affairs (OIA) at Yale. Enrolling approximately 2,000 high school students through a highly competitive application process, YYGS participants represent more than 150 countries and all 50+ U.S. states & territories. The program offers nine (9) sessions on Yale’s campus in STEM, social science, and cross disciplinary fields. The program features inspiring Yale lectures, and over 150 dedicated undergraduate, graduate, and professional school student instructors leading small group discussions, teaching their own unique seminars, and supervising collaborative projects. Reporting to the YYGS Director, the Assistant Director of Administration is responsible for a range of core administrative functions of this program, including (but not limited to) overseeing all hiring processes (such as temporary/seasonal staff, application reviewers, student workers, and routine FTE needs), completing reviews of all domestic need-based financial aid requests from students and providing recommended packages and installment payment plans, timely and thorough processing of all expenses (such as marketing and CBO/NGO partner invoices, purchase orders, spend authorizations, and cash deposits), setting up faculty extra compensation arrangements as honorarium payments to Yale faculty who serve as YYGS Lecturers, processing FlyWire refunds as needed, planning for and managing large supply orders (e.g., YYGS swag, office needs), and completing monthly reconciliations to ensure accurate budgeting is maintained. This work includes managing a team of full-time and temporary staff and outside vendors focused human resources, operations, and program finances. The Assistant Director will: work with university colleagues and outside vendors to hire and ensure timely payment of approximately 190 temporary staff throughout the year (from a range of backgrounds, including internal and external to Yale, both domestic and international undergraduate and graduate students, with and without visa and sponsorship needs, and so on); responsible for analyzing, tracking, forecasting, and reconciling a $10 million account comprised of several YYGS & YYAS budgets, as well as purchasing all program needs; supervise program operations team, serving as overall coordinator among outside vendors, Yale Conferences & Events (YC&E), Transport, Receiving & Storage (TR&S), Information Technology Services (ITS), Facilities, Dining, Human Resources, Purchasing, and other Yale offices to ensure efficient and timely program operations; assist with coordinating the program’s online admissions and registration process, working closely with program’s technical and admissions team and liaising as necessary with students and families (including to coordinate Scholarship travel arrangements and assist with program Inbox communications). During the summer program sessions, help supervise the program onsite during the summer months; help manage student arrival and departure procedures; perform as the onsite troubleshooter for individual staff members and participants; help manage and tend to a variety of non-academic needs, including fielding queries from students and staff; liaise with undergraduate and graduate student teaching staff on a variety of logistical matters; and perform other duties as assigned.

Required Skills and Abilities

1. Excellent oral and written communication skills.
2. Strong interpersonal skills, with a demonstrated ability to interact with a range of individuals including parents, faculty members, vendors, and staff.
3. Excellent organizational skills, accuracy, and attention to detail.
4. Strong understanding of human resources hiring and payment procedures in a university setting.
5. Demonstrated flexibility and agility in order to adapt to changing work demands and balance many projects in a high-pressure environment.

Preferred Education, Experience and Skills

Bachelor’s degree in business administration, computer science, education or similar field. Familiarity with Yale Young Global Scholars or similar programs and experience working with high school students. Familiarity with Yale hiring and payment procedures for temporary employees and students. Technical understanding of online admissions systems.

Principal Responsibilities

1. Manages and leads research on various federal rules and regulations as well as University policies and procedures to resolve problems and determine the best course of action for the functional area.
2. Recommends course of action to higher authority for the handling and disposition of problems related to the functional area.
3. Counsels faculty, students and staff on issues related to administrative operations of the University function and areas of concern for the function.
4. Manages statistical and analytical information regarding office activities and areas of operational and administrative concern for the function.
5. Leads in long-range planning for the office activities of a specific functional area.
6. Interprets and administers various University and federal policies and regulations.
7. Disseminates accurate and up-to-date information regarding areas of concern.
8. Formulates and establishes policies regarding area’s function.
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.