Manager, Academic and Administrative Services

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.

• Superior interpersonal skills with the ability to manage complex issues and represent the department well in various contexts.
• Highly developed organizational skills, attention to detail, and the ability to multitask in a fast‑paced environment.
• Proficiency in using MS Office Suite (Word, Excel, PowerPoint), with strong written and verbal communication skills.
• Ability to maintain confidentiality and manage sensitive matters with discretion and professionalism.
• Strong project management skills with the ability to design and implement policies and procedures to enhance office efficiency.

• Bachelor's degree and extensive experience in a senior‑level administrative or executive setting, including supervisory roles.
• Experience working in an academic or similar environment with a strong understanding of administrative processes and event management.
• Advanced computer skills, particularly in Microsoft Office Suite, Outlook, Zoom, and internet search engines.
• Familiarity with managing project budgets, VIP visitors, and high‑profile events.
• Knowledge of federal or foundation grant processes and requirements.

• Functions as departmental resource by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation.
• 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.
• Oversees probationary & annual performance review process for designated staff by soliciting/compiling feedback, & reviewing it with the Administrative Supervisors.
• 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.
• Ensures that cross‑coverage rotations for…