"Faculty Support & Academic Appointments Supervisor"

Overview

The Faculty Support & Academic Appointments Supervisor provides advanced operational leadership for faculty affairs and academic appointments for the Departments of Molecular Biophysics & Biochemistry (MB&B) and Molecular, Cellular & Developmental Biology (MCDB) across both Central and Medical School campuses. Reporting to the Sr. Operations Manager, this position independently manages complex academic appointment processes for postdoctoral trainees, research scientists, associate research scientists, and other academic personnel. The role supervises faculty support staff, ensures compliance with University, School of Arts & Sciences (FAS), and Yale School of Medicine (YSM) policies, and serves as a key liaison with the Dean’s Office, Provost’s Office, Human Resources, and other central partners. The incumbent exercises independent judgment in handling sensitive and complex academic personnel matters and provides expert-level guidance to departmental leadership. This position requires regular work on both Central and Medical School campuses.

The Faculty Support & Academic Appointments Supervisor independently oversees all academic appointment processes for postdoctoral trainees, research scientists, associate research scientists, and related academic appointees, including appointments, reappointments, promotions, transfers, leaves, and separations, ensuring full compliance with Yale, FAS, and YSM policies. The position serves as the departmental subject-matter expert on academic titles, appointment categories, compensation structures, term limits, and eligibility requirements, and advises department leadership on complex personnel matters, escalating issues only when dean-level or provost-level review is required. The position will also manage a select number of academic appointments to stay current with evolving policies and procedures. The supervisor manages and submits appointment materials in enterprise systems such as Workday and Interfolio, ensuring accuracy, completeness, and adherence to institutional and funding requirements.

In addition, the role provides operational leadership and direct supervision of faculty support and academic administrative staff across both departments, including hiring, onboarding, training, performance management, and workload oversight. The supervisor establishes and maintains standardized processes, internal controls, and continuous improvement initiatives to promote efficiency, compliance, and high-quality service delivery. The position serves as the primary point of contact for faculty, postdoctoral trainees, and research staff regarding academic appointments, salary actions, leaves, visa-related documentation (in coordination with central offices), and related personnel processes. The role also coordinates recruitment, onboarding, and offboarding of academic staff, supports department chairs and directors on confidential staffing matters, prepares reports and audit documentation, monitors deadlines, and acts as the primary liaison to the Dean’s Office, Provost’s Office, Faculty Affairs, Human Resources, Payroll, and other University partners across both campuses.

Required Skills and Abilities

1. Advanced Organizational & Workflow Management
   Demonstrated ability to manage high volumes of complex academic appointments, documentation, and deadlines with exceptional accuracy, prioritization, and attention to detail in a highly regulated environment.
2. High-Level Multitasking & Deadline Management
   Proven capacity to simultaneously oversee multiple appointment cycles, staff supervision, reporting requirements, and cross-campus coordination while meeting strict timelines and maintaining service quality.
3. Supervisory & Personnel Management Expertise
   Strong experience leading administrative staff, including hiring, training, performance management, workload allocation, and professional development, with accountability for operational outcomes.
4. Policy Interpretation & Independent Judgment
   Ability to interpret and apply institutional policies, assess complex personnel scenarios-including those involving current immigration and visa requirements-and exercise sound, independent judgment on sensitive academic staffing matters.
5. Stakeholder Communication & Relationship Management
   Exceptional interpersonal and communication skills to effectively support faculty, research staff, and senior administrators, and to collaborate with central offices across multiple campuses.

Preferred Skills and Abilities

1. Bachelor’s degree and 4 or more years of progressively responsible administrative experience in higher education, with substantial responsibility for postdoctoral, research, and other academic appointments.
2. Proven experience in a research-intensive university environment.
3. Familiarity with Yale University policies, systems, and governance structures.

Principal Responsibilities

1. Supervises staff members in the day to day operations of an academic department, including the Chair’s Office. Ensures that the department will have unified staff procedures, back-up staffing when needed, and overall group support.
2. Designs and implements efficient, time-saving administrative procedures. Prioritizes projects and assigns staff to complete tasks. Ensures that work flow is organized and staffed for quality efficient completion.
3. Interviews, hires, counsels and trains staff. Establishes work standards and expectations and evaluates staff performance. Assesses and resolves or escalates problems arising within unit.
4. Interacts with departmental and University staff to define work assignments, communicate progress of work, and plan and coordinate projects.
5. Interacts with external sources to coordinate work necessary to fulfill projects and keep abreast of new products and technologies.
6. May perform other duties as assigned.

Required Education and Experience

Bachelor degree and two years of relevant work experience or an equivalent combination of experience and education.