Manager, Staff Operations & Administration

Position Focus :

This is a hybrid position requiring a minimum of three days per week on campus, with the flexibility to work additional days on-site as needed.

Reporting to the Associate Director of Academic & Administrative Affairs, the Manager of Staff Operations & Administration for Dermatology serves as a strategic partner to department leadership, ensuring high-quality support for staff and faculty in alignment with the department's mission. As a key member of the administrative management team, this role collaborates closely with leadership to oversee staff operations and administration.

The Manager directly supervises a team of academic and research support administrators located across the department and partners with the Associate Director to oversee staff administration functions. This includes conceptualizing, planning, designing, and implementing effective and innovative strategies, programs, policies, and procedures across various functions, such as administration, human resources, labor relations, research, and space planning.

This role provides leadership and oversight to the administrative team, managing staff scheduling, performance, and providing overall functional and resource direction. The Manager plays a critical role in business process redesign and continuous quality improvement initiatives. They assist in developing and implementing an effective administrative infrastructure to build a strong, efficient, and productive team.

Working in collaboration with the Associate Director, the Manager designs and coordinates innovative procedures and protocols to support administrative staff and professionals in patient care, finance, and research, advancing the department's mission. This role ensures the efficient delivery and integration of all administrative services, taking action as needed to address challenges.

The Manager acts as the primary departmental liaison with service providers such as Facilities, HR, and IT, ensuring that departmental needs and priorities are communicated and addressed. They monitor service quality, escalate concerns to the Associate Director, and oversee administrative and operational services.

Additionally, the Manager supports staff recruitment, oversees training, development, compensation reviews, onboarding, and labor relations. The role also serves as the steward for space management, including the annual space survey.

Other duties may be assigned as required.

Essential Duties

1. Responsible for the supervision, training, and development of staff members. Determine priorities, standards, and parameters of work to be accomplished. Supervises the daily operation of support services within the department as well as overseeing all clerical and administrative support tasks. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations. Supervises the administrative functions of various sections with responsibility for the training and development of staff members. 2. Work closely with the senior management team to ensure communication and follow through with various projects and initiatives in a timely and efficient manner. Serve as a resource and liaison for the Lead Administrator regarding developing issues and concerns. Manage the administrative activities of the office. Design and implement policies, procedures, and systems to enhance office production and efficiency, including tracking systems for workflow. 3. Ensures communication with respect to various projects and initiatives in a timely and efficient manner. Researches information on a wide variety of topics and events requiring contact with university officials, faculty, etc. Prepares and contributes to the preparation of reports, briefings, presentations and responses on strategic initiatives as appropriate. 4. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality. 5. Reads through various contracts / agreements, summarizes key terms, and tracks compliance with those terms. 6. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office productivity and efficiency. 7. Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials. 8. Conducts budgetary and cost analyses on office activities. Supervises financial activities and develops systems for tracking expenditures. Reviews and reconciles administrative budget and prepares and monitors financial data. 9. Oversees the coordination of events and special projects for the sections. 10. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors. 11. May perform other duties as assigned.

Required Education and Experience

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

Required Skill / Ability 1 :

Three to five years of supervisory experience managing a team of 5 or more people required. Demonstrated success in developing people and organizations and ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.

Required Skill / Ability 2 :

Superior interpersonal skills and the ability to interact with faculty, staff, students, patients and administrators at all levels in a highly professional demeanor with excellent customer service skills. Ability to negotiate skillfully with internal and external constituents and deal with complex issues and sensitive situations that require confidentiality and discretion.

Required Skill / Ability 3 :

Dedicated and self-motivated individual with a positive "can do" attitude that supports the mission of the school. Ability to represent the Department well when working with peers and colleagues within and outside the University.

Required Skill / Ability 4 :

Organized with a proven ability to prioritize and multi-task. Ability to work both independently and as part of a team.

Required Skill / Ability 5 :

Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed. Ability to anticipate changes in the business / academic environment and proactively manage change.

Preferred Education, Experience and Skills :

Proven experience in an academic setting with a minimum of. 3-5 years experience managing an administrative team of 5 or more people. Advanced computer skills including Microsoft Office Suite and Outlook.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

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.