Supports the Lead Administrator of Chemistry and works closely with the Operations Manager of Chemistry with wide latitude for exercising independent judgment and initiative, supervise and execute the day-to-day 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. Manages seminar program, symposia, and annual Accepted Graduate Candidate Visiting Days. Oversees clerical and administrative support tasks. Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.
Supervises and manages the day-to-day operations of the Office of Faculty and Academic Affairs. Supervise, hire, train, develop and discipline four clerical and technical employees. Monitor employee performance and completion of work assignments. Analyzes and manages sensitive issues for the office, 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. Coordinates all aspects of the Chemistry Department website.
Manages Visiting Day Event and alternate Visiting Day Events for prospective incoming graduate students to the Chemistry PhD Program. Coordinates all aspects of the Visiting Days website and associated databases. Ensures communication among various projects and initiatives within the department in a timely and efficient manner. Researches information and contributes to the preparation of reports, briefings, and presentations on strategic initiatives as appropriate.
Reads through various contracts/agreements, summarizes key terms, and tracks compliance with those terms. Review and ensure compliance with training requirements set forth by the University and 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 to the annual budget preparation process.
Oversees the coordination of events and special projects for the office. Manages calendars and prioritizes activities. Ensures calendar flexibility. Ensures meeting materials, presentations, speeches, etc. are prepared in advance and that preparations for all future calendar events are on schedule. Directly manages the department Seminar program and oversees the planning and execution of multiple annual symposia.
Posting Position Title: Supervisor, Administrative Services
University Job Title: Administrative Services Supervisor
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Expert level proven skill in Microsoft Excel/Word. Skills working with Access databases. Familiar with designing websites.
Required Skill/ability 2: Proven ability to oversee/supervise staff.
Required Skill/ability 3:
Required Skill/ability 4:
Required Skill/ability 5:
Preferred Education, Experience and Skills: Experience in a matrixed organization. Skills creating, managing and querying Access databases. Experience with Drupal web design.
Required Licenses Or Certifications:
Bachelor's Degree in a related field and three to five years of related work experience or an equivalent combination of education and experience.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.