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Assistant Administrator 4
Yale University in New Haven, Connecticut
Date Posted 03/10/2022
Admin-Other Administrative Positions
Employment Type FullTime
Application Deadline Open until filled


Cell Biology - Operations


University Job Title

Assistant Administrator 4

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (23)

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

333 Cedar Street
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Business Operations

Total # of hours to be worked:


Position Focus:

Under the direction of the Operations Managers and Lead Administrator of both Cell Biology and Pharmacology, with latitude for discretion and independent judgment, provide comprehensive human resource support for the Department of Cell Biology and Pharmacology. In addition, provide HR support to Cell Biology’s senior faculty in three interdisciplinary programs in the School of Medicine: the Stem Cell Program, the Program for Cellular Neuroscience, Neurodegeneration and Repair, plus the Nanobiology Institute located at West Campus. The candidate will also provide support to the department of Pharmacology along with the Cancer Biology Institute. The department’s HR Manager will provide administration of human resources, faculty appointment, international appointment, and operational management support for the department and will oversee the work of the Department of Cell Biology’s student registrar and administrative support staff.

1. Manage the human resources, administrative, faculty appointments, operational functions for the Department of Cell Biology and Pharmacology with a growing number of faculty, staff, postdoctoral associates/fellows, students and voluntary faculty.  Assist in formulating and implementing human resources procedures and processes to enhance productivity and efficiency.  Work collaboratively with business office staff of both departments to deliver a high level of customer service to faculty, staff, postdoctoral associates/fellows, students and voluntary faculty. 2. Serve as primary human resources professional for all staff and faculty in both Departments.  This includes, but is not limited to:  managing the new faculty and employee orientation and on-boarding process, including Visas for staff; management of the employee performance evaluation process; oversight of faculty and staff position requisitions, job audits, job descriptions, facilitation of faculty/staff merit/annual salary processes, and managing Leaves of Absence for staff and faculty.  3. Manage all processes related to postdoctoral appointees, including hiring, salary and supplement  recommendations, reappointments, disciplinary issues, orientation and termination for both departments. 4. Manage the business office senior administrative staff of Cell Biology and ensure smooth operations related to faculty support, departmental seminars, progress reports, bi monthly mixers and plus large annual  events, such as department retreat, faculty retreat, holiday party and Palade Lecture.  Provide guidance for workflow and timely compliance with University policies and procedures.  Oversee the departmental Accounts Payable piece.  Work with Admin to see that all transactions (such as AP worklist, CR’s, commitments, shipping report, ok to pays, Invoicing, etc….)  are processed in a timely manner. 5. Oversee the implementation of the departments’ performance management programs.  Counsel and coach faculty and non-faculty supervisors regarding performance management and FOCUS, merit increase recommendations, feedback strategies, goal setting and professional development. 6. Manage the Appointments and Promotions process for both departments by working with the Chair and Medical School's Faculty Affairs Office to ensure proper procedures are adhered to and timelines are met.  Coordinate Faculty Vote meetings and Appointments & Promotions Committee meetings with committee members and Chair.  Oversee the process of secondary appointment/promotion paperwork for the Department.  7. Assist Lead Administrator with all aspects of RFPs and University guidelines for faculty recruitment.  8. Oversee the weekly, bi-weekly and monthly payroll processes for all faculty, M&P, C&T and casual employee staff of both departments. 

Essential Duties

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:

Experience working in HR systems Workday, Graduate Student Payroll System, STARS, and OISS Connect. 

Preferred Education, Experience and Skills:

Previous experience in managing departmental Human Resources Management processes. 

Weekend Hours Required?


Evening Hours Required?


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.

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.

EEO 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: ocr.boston@ed.gov.


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