"Office Manager, YSM Development and Alumni Affairs"

Overview

With latitude for independent judgement, serve as Office Manager for the YSM Office of Development and Alumni Affairs. Oversee and manage a range of services associated with office operations and financial activity in the School of Medicine Office of Development and Alumni Affairs. Provide financial, administrative, and operational management support for the department. Manage the daily operation of the department and serve as the department’s liaison with ITS, Procurement, Treasury Services, and Facilities. Manage the office infrastructure including equipment, space, supplies, telephone and office needs.

Required Skills and Abilities

1. Demonstrated superior customer service skills, superior problem definition, problem-solving, follow-through and follow-up. Proven ability to maintain confidentiality and exercise discretion.
2. Demonstrated ability and comfort working in complex organizations. Excellent attention to detail and the ability to prioritize, use sound, independent judgment, and work as a team player.
3. Superior interpersonal skills and professional demeanor required to interact effectively with faculty, staff, students, alumni, and dignitaries in a complex, fast-paced, and changing environment. A leader with a positive and can-do attitude that supports the mission of the school.
4. Ability to prioritize multiple responsibilities, people, and projects. Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
5. Demonstrated highly developed computer skills, including working ability with Microsoft products, i.e., Word, Excel, Outlook, and PowerPoint-proven skills in word processing, spreadsheets, accounting principles, and Internet navigation expertise.

Preferred Skills and Abilities

1. Demonstrated ability with various Yale systems, including Blackbaud CRM and Workday.
2. Demonstrated knowledge of University policies and procedures.
3. Proven experience in bookkeeping or general accounting practices.

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.