MPSY - Faculty Affairs and Staff Administration
University Job Title
Assistant Administrator 4
None - Not included in the union (Yale Union Group)
Administration & Operations
Compensation Grade Profile
Supervisor; Senior Associate (23)
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Medical School Campus
333 Cedar Street
New Haven, CT 06510
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
Reporting to the Director of Faculty Affairs and Staff Administration in the Integrated Business Office of Psychiatry and Child Study Center, this position provides day to day management and responsibility for operations for trainees (postgraduate associates/fellow, postdoctoral associates/fellows, clinical placements), student employment, and visiting faculty and students. This position ensures all activities and decisions are conducted in accordance with University policies, procedures, and regulations as well as federal regulations and agreements.
More specifically, the position: Ensures consistency, efficiency and compliance of the recruitment/appointment process and annual reappointments process of postgraduate associates/fellows, postdoctoral associates/fellows, clinical placements, student employment, and visiting faculty and students Provides advice and guidance regarding human resources issues and compliance regulations related to appointment types managed by this office. Effectively delivers excellent customer service and provides support of University policies and procedures uniformly and consistently for all clients. Promotes the adoption of new systems for processing postdoctoral appointments and trains clients in the use of these systems. Analyzes data, develops solutions, and determines courses of action in the use of new systems. Manages the recruitment, hiring, reappointments, promotions, and terminations of postgraduate associates/fellow, postdoctoral associates/fellows, clinical placements, student employment, visiting faculty and students. Manages the Leave of Absence process for all trainees, including medical, administrative, maternity and caregiver leaves. Oversees visa and international scholar process for all trainees.
Other duties as necessary
1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the assigned unit. 9. Contributes to long-range administrative planning for the assigned unit. 10. Implements University and departmental policies as they pertain to the administrative function of the unit. 11. Supervises and leads staff. 12. May perform other duties as assigned.
Required Education and Experience
Bachelors Degree in related field and four years of experience or an equivalent combination of education and related experience.
Required Skill/Ability 1:
Strong communication skills both verbal and written. Excellent organizational skills and excellent attention to detail.
Required Skill/Ability 2:
Ability to manage changing priorities in a high-volume deadline environment. Proven ability to take initiative and follow through.
Required Skill/Ability 3:
Ability to maintain strict confidentiality.
Required Skill/Ability 4:
Demonstrated ability to collaborate effectively with a diverse group to achieve common goals.
Required Skill/Ability 5:
Proven ability to work independently with a high level of strategic thinking, personal initiative, and innovation.
Preferred Education, Experience and Skills:
Knowledge and experience with postdoctoral/postgraduate appointments. Proficient in Workday. Prior experience handling high-volume recruitment.
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.
COVID-19 Vaccine Requirement
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
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