Title : Associate Administrator, YSM Dean’s Office

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Salary Range $68,000.00 - $

The Associate Administrator facilitates the operational and administrative priorities for the Yale School of Medicine (YSM) Office of the Dean, Deputy Dean for Finance & Administration, and Deputy Dean for Academic Affairs ensuring the efficient operation of the office, in a professional, collaborative, and energetic manner. Manages the Senior Administrative Assistant in overseeing the maintenance of complex electronic calendars, monitoring and tracking annual, cyclical, and ad hoc meetings and deliverables, including committee memberships.

This position will follow a hybrid schedule (3 days per week onsite), but schedule may change for increased onsite presence on a week-by-week basis depending on the operational needs of the Dean’s Office.

The Associate Administrator will also:

• Assist with select tasks of the Associate Dean for Faculty Affairs including tracking, compiling and submitting materials for various meetings, seminars, and events.
• Manage high volume approval process for forms, legal documents, and other contracts, and general correspondence.
• Serve as a liaison with YSM departments, YSM Integrated Business Operations (IBOs) and Yale University offices and between the Deputy Dean for Academic Affairs and the Office of Academic & Professional Development (OAPD).
• Oversee and coordinate administrative, program, and office activities, Incoming Faculty Orientation, Faculty Workshops and serve as a source of information to faculty and staff on related policies and procedures.
• Provide cross coverage for other Dean’s Office staff, as well as support other Dean’s Office strategic initiatives, including Senior Leadership Searches, large events, and administrative activities for the Deputy Dean for Finance & Administration as needed.
• Use the university’s electronic systems to conduct YSM Dean’s Office business operations.
• Work closely with the department’s business office in execution of all financial transactions.
• Prepare all documents in accordance with university policies and procedures.
• Manage billing using Yale’s internal procurement system to prepare Purchase Orders.
• Draft, edit, and distribute large-scale communications.
• Leverage technology and software applications such as Microsoft Teams and Office to improve efficiency and automate forms and workflows.
• Prepare and create Qualtrics surveys for scheduling and data collection activities.
• Send Yale Messages using Salesforce or other applications for targeted communications.
• Draft, proofread, and edit material for grammatical and factual accuracy and process for signatures.
• Monitor and update listings such as the Chairs/Lead Administrator contact list, listservs, and committee listings, working with the YSM Communications team to post updated information to the YSM intranet when necessary.
• Identify problems with workflow, equipment, and environment and make suggestions for improving the workplace and submit facilities and other work or purchase orders as necessary.
• Perform additional duties incidental to office activities as necessary to maintain the highest level of customer service and to support an integrated experience for all stakeholders interfacing with the YSM Dean’s Office.

Job responsibilities best align as detailed above.

• Strong leadership and managerial skills, including the ability to manage people and inspire high performance.
• Excellent analytical and project management skills with the ability to solve emerging problems and articulate policies clearly.
• Ability to anticipate business environment changes and manage them proactively.
• Exceptional judgment and strong communication skills.
• Demonstrated ability to work collaboratively and foster teamwork. Detail-oriented and accurate with strong organizational abilities. Professional with a high degree of…