Associate Director, Administration and Operations

Apply, or read more details, through Yale's STARS interface: requisition number 51453BR

(MANAGER 2)

Position Focus


Reporting to the Senior Associate Director of Finance & Administration for the School of Forestry and Environmental Studies (F&ES) and working closely with the Human Resources Generalist (HRG), Associate Dean of Finance & Administration and the Dean, this position manages a variety of operational activities including human resources planning, such as employment, training, payroll and compensation in a manner compliant with University policies and procedures. Provide direct supervision to the F&ES administrative and operations support staff.

Assess the School's human resources challenges and opportunities, working to develop and implement solutions with the Senior Associate Director of Finance & Administration and/or others as appropriate; serve as a critical conduit for strengthening the interface between School needs/requirements and service provider activities.

The following include the specific key responsibilities and duties of the position, and further clarify the generic Principal Responsibilities:

  1. Partner with the HRG to direct the implementation of HR services/programs to the School. Assist in the development and implementation of School specific HR policies and procedures and make recommendations for change.
  2. Partner with the Chief of Staff / Assistant Dean of Academic Affairs and the Senior Associate Director of Finance & Administration to build the salary financial plans for the School. Provide comprehensive financial information, analysis and reporting to monitor and evaluate the School's personnel budget and actual costs.
  3. Working closely with the Chief of Staff/Assistant Dean and the Assistant Dean of Academic Affairs, coordinate the faculty, postdoctorate associate/fellow and graduate student hiring processing. Maintain the school's faculty appointment administration (post appointment letter); appointment processing, orientation and onboarding, leave of absence, summer salaries, and salary increase processing for new and returning faculty and postdocs. Work with the Office of International Students and Scholars to ensure compliance with all federal visa regulations.
  4. Oversee multiple payrolls. Monitor the structured workflow of the Administrative and Operations Department to ensure timely and accurate processing of all HR transactions. Oversee the administration of health and safety concerns and Workers Compensation issues.
  5. Ensure timely and accurate processing of all employee status changes including the coordination of layoffs, leaves, terminations, job audits, promotion, transfers, salary adjustments, extra compensation payments, merit increases, structural adjustments, and change of hour scheduling.
  6. In concert with the Human Resources Generalist (HRG) and the Senior Director of Finance & Administration, develop and recommend HR strategies that allow the School to achieve goals and objectives.
  7. Working with the HRG and School senior leadership, initiate and implement Diversity & Inclusion strategies that contribute to building a strong sense of community underpinned by respect.
  8. In collaboration with the Chief of Staff, track office and other space assignments of F&ES community members. Participate in problem resolution and recommend cost effective options and approaches. Plan for moves and communicate with affected F&ES community members and others.

Principal Responsibilities

  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 a related field and three years of related experience; or an equivalent combination of education and experience.

Preferred

  • Professional human resources experience
  • Familiarity and experience with Yale Human Resources policies and procedures

Skills & Abilities

  1. Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills. Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.
  2. Excellent, analytical, and project management skills. Ability to understand and explain the underlying rationale of HR policies, articulate policies and plans clearly, identify and solve emerging HR problems, and proactively minimize legal risk.
  3. Ability to anticipate changes in the business environment and proactively manage through change.
  4. Excellent judgment, supported by strong interpersonal, written and oral communication skills.
  5. Demonstrated ability to work collaboratively, build consensus, and foster teamwork and customer service.

Apply, or read more details, through Yale's STARS interface: requisition number 51453BR

Application Details

For more information, or to apply for this position, please use the Yale STARS requisition number link used in the description above.
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