11-Jan-2023

Pediatrics - Administration

78692BR

University Job Title

Manager 2

Bargaining Unit

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

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

Wage Ranges

Click here to see our Wage Ranges

Work Location

Medical School Campus

Worksite Address

100 Church Street South
New Haven, CT 06519

Work Week

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

Searchable Job Family

Administration, Business Operations, Human Resources

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Associate Director of Academic & Administrative Affairs, the Manager, Faculty Affairs & Administrative Services serves as a strategic partner to the Department of Pediatrics leadership and is a key member of the department’s administrative leadership team. This position ensures that high-quality faculty, postdoctoral and credentialing support for the department is delivered in advancement of the overall mission. This role works in concert with departmental and YSM leaders to manage all faculty, postdoctoral and visa processes for the department and works with Yale Medicine and Yale New Haven Hospital in the credentialing process. This position is responsible for the management, guidance and supervision of faculty affairs support staff as well being responsible for the management of the overall office of faculty affairs in Pediatrics.

The manager will partner with the division administrators and business office staff to collaborate on department processes, troubleshooting and act as needed. This individual will conceptualize, plan, design, and coordinate the implementation of effective and innovative strategies, programs, policies, procedures, and protocols related to faculty affairs and postdocs including faculty recruitment, credentialing, appointments and promotions, faculty merit, visa processes, onboarding, offboarding, and operations. The Manager will represent the office and department at both the Vice Chair, Finance & Administration level as well as the School and University level. This role is expected to interface directly with the Vice Chairs and Section Chiefs as well as the Vice Chair for Finance & Administration. Takes initiative to create opportunities to enhance the image and value of the office and department. This position will work with Faculty Affairs, the Postdoc Office, and OGC in the development of processes and in addressing performance or employment issues consistent with University guidelines, policies, and procedures. May serve as the department’s point of contact to/from service providers related to faculty and postdocs to help troubleshoot issues where needed.

Essential Duties

1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in related field and three years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Demonstrated ability to take initiative with creating and/or refining processes and programs and communicating changes and updates. Demonstrated ability to be responsive and provide timely follow up and resolution. Ability to manage complex issues, sensitive situations and information that require confidentiality and discretion.

Required Skill/Ability 2:

Demonstrated ability in either a human resources or faculty affairs. Demonstrated ability supervising staff with the ability to delegate to, and train staff. Demonstrated strong computer skills including Microsoft Office Suite and Outlook.

Required Skill/Ability 3:

Proven ability to influence and provide guidance to all levels of staff and faculty on a timely basis and establish relationships and trust with colleagues, faculty and service providers. Demonstrated superior customer service with a positive and collaborative leadership style. Proven strong interpersonal skills and written and verbal communication skills.

Required Skill/Ability 4:

Ability to positively represent the department in working collegially with peers and colleagues within the department, YSM and university. Highly adaptable, demonstrates creativity, innovation, flexibility and willingness to positively accept challenges and adapt to change based on specific needs, requirements and updates.

Required Skill/Ability 5:

Demonstrated ability in team building. Ability to handle multiple assignments and lead processes. Willingness to take ownership of the faculty affairs department and team and provide leadership, guidance and education to the department in all areas under faculty affairs.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

equity@yale.edu

Note

Yale University is a tobacco-free campus