30-Oct-2023

Other Academic Services - Postdoctoral Affairs

84958BR

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

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

127-153 College Street
New Haven, CT 06510

Position Focus:

The Office of Postdoctoral Affairs works in concert with Yale’s many departments and programs across the School of Medicine, Faculty of Arts and Sciences, Interdisciplinary Centers and other Professional Schools to process appointments and support these trainee communities.

Reporting to the Associate Provost for Postdoctoral Affairs, provides management of and is responsible for postdoctoral affairs operations. Manages 2-3 senior administrative assistants to provide policy guidance and annual appointments and re-appointments for 2000+ research trainees (Postgraduate and Postdoctoral Associates and Fellows, Visiting Fellows, and Laboratory Associates). Represents Postdoctoral Affairs campus-wide when the Associate Provost is unavailable.

Responsible for providing guidance, advice, and counseling in one or more of the following areas: appointments, appointee benefits, university policy, and financial matters. Recommends short-and long-term administrative goals. Monitors appointment compliance with university, federal and state policies, and laws. Initiates and implements operational systems to maintain and monitor appointee records. Provides training to academic administrative staff. In coordination with the Program Manager, delivers monthly orientation for new research trainees.

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:

Outstanding organizational skills, as well as written and verbal communication skills. Strong attention to detail, thoroughness, and follow-through. Strong self-starter, who is adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.

Required Skill/Ability 2:

Exceptional interpersonal skills, including the ability to work collegially and effectively with people from all levels of the organization. Demonstrated ability to work both independently and collaboratively as part of a team. Ability to provide excellent customer service via phone, email, Zoom and in-person.

Required Skill/Ability 3:

Ability to maintain discretion and professionalism and handle highly sensitive and confidential information.

Required Skill/Ability 4:

Well-developed computer skills including knowledge of Microsoft products, high proficiency in Word and Excel. Knowledge of databases, PowerPoint, and other technologies. Ability to learn new systems.

Required Skill/Ability 5:

Demonstrated strong management and supervisory skills.

Preferred Education, Experience and Skills:

Prior experience in a university/higher education setting particularly in the areas of academic affairs and academic appointment processes. Knowledge of Workday, STARS, and Salesforce. Ability to master new IT tools, resources, and databases. Working knowledge of financial transactions (processing expenses, invoices, and supplier invoice requests.)

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

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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).

Note

Yale University is a tobacco-free campus