Assistant Administrator, Staff Administration

Assistant Administrator, Staff Administration

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Reporting to the Associate Director of Staff Administration & Operations, the Assistant Administrator, Staff Administration serves as a strategic partner to the departments of Child Study Center and Pediatrics within the Child Study, Pediatrics, Psychiatry IBO (CPP) and manages the staff administration and operations for those departments. This includes guidance with human resources and operational management with duties that include managing the hiring processes of staff, temporary, and Yale students by providing onboarding and offboarding support for staff, performance management support, broad departmental communications with regard to staff administration updates or changes, workforce and organizational planning processes, maintaining compliance with university and Federal training and reporting requirements, providing coaching and leadership to faculty and managers in matters among other related tasks.

The Assistant Administrator, Staff Administration takes action needed to address challenges and assists the Associate Director and senior leadership team on change management and organizational review.

Working in collaboration with the AD and team, this position will design and coordinate procedures specialized to the faculty and staff it supports and assists in the continual development of an effective administrative infrastructure to build a strong, efficient and highly responsive team for staff administration and operations. The Assistant Administrator also partners with the assigned HR Business Partner (HRBP) and the Associate Director of Staff Administration in areas such as HR, Labor Relations, and university initiatives.

Oversees onboarding and offboarding processes in collaboration with the Space & Operations Manager and provides expert guidance on HR and administrative policies, procedures and operational processes for the assigned departments. They will provide cross-coverage for the Manager of Staff Administration & Operations for the department of Psychiatry in the CPP IBO, as well as share in the oversight and assignment of transactional work to the team's Sr.

Administrative Assistant.

Other duties may be assigned as required. Required

Skills and Abilities

1. Strong knowledge of Staff Administration and/or HR processes. Demonstrated strong decision making and critical thinking skills, time management skills, and a "can do" attitude who takes initiative and can work with independence and as part of a team. Ability to anticipate changes and be flexible.

2. Experience overseeing administrative staff. Ability to inspire a high level of commitment and performance. Demonstrated ability to handle confidential and sensitive information.

3. Demonstrated superior interpersonal skills and the ability to interact with faculty staff, students, leadership and administrators at all levels in a highly professional and responsive manner. Excellent customer service skills and ability to work skillfully with internal and external partners when dealing with complex issues and sensitive situations.

4. Ability to represent the IBO/departments well when working with peers and colleagues both within the university and outside of the university.

5. Demonstrated advanced computer skills including Microsoft Office Suite (Outlook, Teams, Word Excel etc.). Willingness to learn new software and programs with the ability to look outside the box for systems that help with efficiency and best support the departments.

Principal Responsibilities

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit.

2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices.

3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work.

4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance.

5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies.

6. Plans and facilitates training sessions for the department when new policies or practices are adopted.

7. Ensures compliance with University and federal health and safety regulations as they apply to the unit.

8. Initiates, plans and develops administrative policies for the assigned unit.

9.…