Manager, Academic and Administrative Services

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Overview

Reports to the Chemistry Department Operations Manager.  Supervises and executes the administrative operations of the Department of Chemistry. 

• Responsible for the coordination of all aspects of the daily operation of support services (faculty and academic appointments, graduate and undergraduate student programs) for the Chemistry Department. 

• With the Operations Manager, plans and executes Graduate Candidate Visiting Days.  

• Oversees clerical and administrative support tasks.  

• Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations. 

• Supervises, hires, trains, develops and disciplines clerical and technical employees. Monitors employee performance and completion of work assignments.

• Analyzes and manages sensitive issues exhibiting a high degree of discretion and confidentiality. 

• Determines office priorities and secures temporary help as necessary.

• Designs and implements policies, procedures, and systems to enhance office production and efficiency.

• Reads various contracts/agreements, summarizes key terms, and tracks compliance with those terms.

• Reviews and ensures compliance with training requirements, reviews access and approval limits, and ensures compliance with Yale policy.

• Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials.  

• Conducts budgetary and cost analyses on office activities. Supervises financial activities and develops systems for tracking expenditures.

• Reviews and reconciles administrative budget. Provides input for the annual budget preparation process. 

• Oversees the coordination of events and special projects for the office. Manages calendars and prioritizes activities.  

• Ensures meeting materials, presentations, speeches, etc. are prepared in advance.  

• Manages the department seminar program and oversees the planning and execution of multiple annual symposia.

                                        

Required Skills and Abilities

1. Superior interpersonal skills with the ability to manage complex issues and represent the department well in various contexts.

2. Highly developed organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

3. Proficiency in using MS Office Suite (Word, Excel, PowerPoint), with strong written and verbal communication skills.

4. Ability to maintain confidentiality and manage sensitive matters with discretion and professionalism.

5. Strong project management skills with the ability to design and implement policies and procedures to enhance office efficiency.

Preferred Skills and Abilities

1. Bachelor's degree and extensive experience in a senior-level administrative or executive setting, including supervisory roles.

2. Experience working in an academic or similar environment with a strong understanding of administrative processes and event management.

3. Advanced computer skills, particularly in Microsoft Office Suite, Outlook, Zoom, and internet search engines.

4. Familiarity with managing project budgets, VIP visitors, and high-profile events.

5. Knowledge of federal or foundation grant processes and requirements.

Principal Responsibilities

1. Functions as Departmental resource by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation.
2. Talent Manager and Developer: Utilizes effective practices for attracting, retaining & developing high quality talent. Works with HR partners in selection, performance management, & career development processes as well as to address employee relations issues in line with University guidelines & contractual agreements. Makes recommendations for the movement of administrative talent & the development of staff. Cultivates a diversity of backgrounds & perspectives across the Department.
3. Oversees probationary & annual performance review process for designated staff by soliciting/compiling feedback, & reviewing it with the Administrative Supervisors.
4. Conceptualizes & participates in business process re-design & other quality improvement initiatives for the designated programs; facilitates implementation of approved modifications to ensure optimal use of organizational resources.
5. Ensures that cross-coverage rotations for identified areas are correctly & appropriately implemented. Authorizes & schedules relief staff as required to maintain staffing levels & minimize disruption.
6. Collaborates with the Office of Education & the administrative structure as it relates to Clerkships, Residency, Fellowships, & Graduate programs.
7. Provides coaching to Administrative Supervisors & Assistants across the Department.
8. May serve as the unit’s point of contact to/from service providers (e.g., Facilities, HR, IT/Telecomm, Student Services, Faculty Affairs, Emergency Operations for Business Continuity Plan) to ensure providers are apprised of unit needs & relevant information; troubleshoot & takes action where needed; monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative & operational services to the Director, Finance & Administration.
9. Risk Manager: Ensures necessary processes are in place for compliance across the entire department. Implements & maintains strong internal controls of assigned responsibility to provide reasonable assurance of effective & appropriate resource use, accurate financial information, & adherence to contractual obligations & agreements, policies, procedures & external regulatory requirements. Takes corrective action to protect Yale’s assets, resources, information & reputation. Identifies, communicates & addresses issues/concerns in a timely & appropriate manner. Ensures all faculty & staff are knowledgeable of the regulations, policies, procedures, & Yale requirements as they pertain to their scope of activity. Escalates issues to the Director, Finance & Administration as appropriate.
10. University Citizen: Connects the unit & University through communication, alignment of priorities, implementation of initiatives & active engagement in University administrative priorities. Engages in initiatives generated by the Director, Finance & Administration, Chair & the University. Represents unit needs, challenges, & opportunities at the Director, Finance & Administration and/or Institutional level. Creates opportunities to enhance the image & value of the unit. Shares knowledge & best practices with others.
11. Strategic Resource: Partners with the Director, Finance & Administration to shape the unit’s administrative & operational priorities & support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term & long-term goals & identifies any factors that may impact the unit’s ability to successfully meet its mission & goals. Assesses level of financial & non-financial resources available for the unit to achieve its goals (e.g., funding, space, technology, staff capabilities & capacity). Recognizes & raises potential issues, ideas & solutions to Director, Finance & Administration.

Required Education and Experience

1. Bachelor’s Degree in a related field and three years of related work experience or an equivalent combination of education and experience.
2. Experience in senior level academic administration or comparable executive setting.

Job Posting Date

06/26/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (24)

Salary Range

$68,000.00 - $120,500.00

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.