Manager, Administrative Services

Title: Manager, Administrative Services, Yale School of Public Health

Location: 60 College Street, New Haven, Connecticut

Job ID:130993WD

undefined:$65,000.00 - $101,000.00

Job Description:

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community- eligible for opportunities through the New Haven Hiring Initiative or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Salary Range

$65,000.00 - $101,000.00

Overview

Serves as the primary point of contact for all faculty and staff regarding compliance processes and procedures for travel on University business.

Provides guidance and training to faculty and staff about preferred travel options, documentation requirements, approvals, forms, signatures, and accounting procedures needed to process travel-related transactions on sponsored and non-sponsored awards.

Serves as a liaison between units across the school to answer questions, review documentation, secure required signatures and assist with planning for travel-related purchases.

Acts as a resource for administrative staff regarding Yale policies and procedures on matters including but not limited to Workday/EMS transactions, supplier registration, supplier payments, and procurement processes.

Plans and facilitates training sessions for administrative staff when new travel-related policies or practices are adopted.

Tracks and provides analysis on data from Workday reports to ensure compliance with University policies.

Monitors workloads and activities of administrative staff to ensure timely completion of assigned work including, but not limited to: Evaluates work requests to determine if they are appropriate to the unit or another area.Ensures that workflow is organized and staffed for quality and efficient completion. Communicates deadlines and special circumstances to staff. Assesses and resolves or escalates problems arising within unit. Completes evaluations of direct report employees.

Keeps the Manager of Business and Administrative Operations apprised of defined work assignments and requirements and communicates progress of work.

Contributes to the development of policies and long-range administrative planning for the DA team.

Coordinates special projects and/or perform other duties as assigned.

Required Skills and Abilities

1. Strong computer and analytical skills, including the ability to work with advanced MS office, Teams, PowerBI, complex databases, and spreadsheets. Ability to produce analysis reports.

2. Ability to coordinate travel and knowledge of organizational travel policies, procedures, and compliance requirements.

3. Demonstrated ability to multi-task, anticipate problems, prioritize workflow, and utilize independent judgment to manage and monitor a variety of ongoing tasks. Demonstrated ability to remain highly organized and focused with frequent interruptions.

4. Ability to work within a team and independently. Demonstrated ability to meet strict deadlines with accuracy and attention to detail with a high level of accuracy. Ability to handle sensitive and confidential subject matter discretely and professionally.

5. Strong customer service orientation, and the ability to initiate programmatic and individual activities. Proven ability to independently plan, coordinate and execute large events, meetings, and information sessions.

Preferred Skills and Abilities

1. Prior experience in an administrative capacity requiring comprehensive understanding of travel platforms and documents.

2. High level of computer proficiency and familiarity with integration of university data systems. Supervisory and management skills, including experience in a union environment. Knowledge of complex academic policies and procedures. Previous experience in a healthcare, research, or academic setting. Proven experience with system administration, IT support, and project management skills.

3. Knowledge and experience with Yale procurement and financial policies and procedures, as well as systems such as Workday.

Principal Responsibilities

1. Supervises the day-to-day activities of support staff. 2. Assesses and resolves or escalates problems arising within unit. 3. Assists in the development of policies and procedures in support of unit. 4. Assists in long-range planning for work unit needs. 5. Participates in unit budget planning. 6. Evaluates work requests to determine if they are appropriate to the unit or another area. 7. Ensures that work flow is organized and staffed for quality efficient completion. 8. Communicates deadlines and special circumstances to staff. 9. Maintains equipment and supplies for unit. 10. Completes evaluations of direct report employees. 11. Interacts with University personnel to define work assignments and requirements, communicate progress of work, and plan and coordinate projects. 12. Interacts with external sources to coordinate work necessary to fulfill projects, keep abreast of new products and technologies, or arrange for subcontractors. 13. Supervises a staff of exempt and non-exempt employees. 14. Performs other duties as assigned. Required Education and Experience Minimum requirement of Bachelor's Degree in related field and three years of related experience or an equivalent combination of education and experience.

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

60 College Street, New Haven, Connecticut

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual's sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus.