Manager, Faculty & Administrative Affairs
University Job Title
None - Not included in the union (Yale Union Group)
Administration & Operations
Compensation Grade Profile
Manager; Program Leader (24)
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Searchable Job Family
Total # of hours to be worked:
Standard (M-F equal number of hours per day)
Medical School Campus
310 Cedar Street
New Haven, CT 06510
Reporting to the Associate Director of Academic & Administrative Affairs, the Manager of Faculty & Administrative Affairs serves as a strategic partner to the Departments of Obstetrics, Gynecology & Reproductive Sciences (OGYN) and Urology leadership and is a key member of the department’s administrative leadership team. This position ensures that high-quality faculty, postdoctoral, staff and credentialing support for the department is delivered in advancement of the overall mission. This role works in concert with departmental and YSM leaders to manage all faculty, postdoctoral, visa processes, staff recruitment for the department and works with Yale Medicine and Yale New Haven Hospital in the credentialing process. This position is responsible for the management, guidance and supervision of faculty affairs support staff as well being responsible for the management of the overall office of faculty & administrative affairs in Urology.
The manager will partner with the division administrators and business office staff to collaborate on department processes, troubleshooting and act as needed. This individual will conceptualize, plan, design, and coordinate the implementation of effective and innovative strategies, programs, policies, procedures, and protocols related to faculty affairs and postdocs including faculty recruitment, credentialing, appointments and promotions, faculty merit, visa processes, onboarding, offboarding, and operations. This role is expected to interface directly with the Senior Director, Chair, Vice Chairs, and Section Chiefs. Takes initiative to create opportunities to enhance the image and value of the office and department.
This position will work with Faculty Affairs, the Postdoctoral Affairs Office, and OGC in the development of processes and in addressing performance or employment issues consistent with University guidelines, policies, and procedures. May serve as the department’s point of contact to/from service providers related to faculty, staff and postdoctoral/postgraduates, to help troubleshoot issues where needed.
1. Serves as main Departmental resource by providing functional and strategic guidance for Faculty and Staff regarding policies and procedures related to staffing, business processes, system navigation, and labor relations. Talent Manager and Developer: Utilizes effective practices for attracting, retaining and developing high quality talent. Works with HR, Faculty Affairs, OISS, Post Doc Office, etc. to participate in talent, performance and development processes; address employee relations issues consistent with University guidelines and contractual agreements. Makes recommendations for the development of staff; cultivates a diversity of backgrounds and perspectives across the Department. Provides coaching to Administrative Supervisors and Assistants across the Department. 2. Oversees onboarding, probationary, and annual performance review process for designated Faculty or Staff by soliciting/compiling feedback, and reviewing it with the Administrative and Faculty Supervisors. Appropriate and timely follow-up is conducted. 3. Conceptualizes and participates in business process re-design and other quality improvement initiatives for the designated programs; facilitates implementation of approved modifications to ensure optimal use of organizational resources. 4. Ensures cross-coverage rotations for identified areas are correctly and appropriately implemented. Authorizes and schedules relief staff as required to maintain staffing levels; may manage faculty coverage and on-call schedules and related financial activities as needed. 5. Works in collaboration with the Office of Education, YNH House Staff Office, and the administrative structure as it relates to Clerkships, Residency, Fellowships, and Graduate programs; the Office of Faculty Affairs, Post Doc Office, etc. as it relates to appointments, promotions and tenure process. 6. May serve as unit’s point of contact to/from service providers (e.g., Facilities, HR, IT/Telecomm, Student Services, Faculty Affairs, Post-Doctoral Office, Emergency Operations for Business Continuity Plan) to ensure providers are apprised of unit needs and relevant information; troubleshoot and takes action where needed. 7. Risk Manager: Ensures necessary processes are in place for compliance across the department. Implements and maintains strong internal controls of assigned responsibility to provide reasonable assurance of effective and appropriate resource use, accurate financial information, adherence to contractual obligations and agreements, policies, procedures and external regulatory requirements. Takes corrective action to protect Yale’s assets, resources, information and reputation in a timely manner. Ensures all faculty and staff are knowledgeable of regulations, policies, procedures, and Yale requirements as they pertain to their scope of activity. Escalates issues to the Director, Finance and Administration as appropriate. 8. University Citizen: Connects the unit and University through communication, alignment of priorities, implementation of initiatives and active engagement in University administrative priorities. Represents unit needs, challenges, and opportunities at the Director, Finance and Administration and/or Institutional level. Creates opportunities to enhance the image and value of the unit. 9. Strategic Resource: Partners with the Director, Finance and Administration to shape the unit’s administrative and operational priorities and support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals and identifies any factors that may impact the unit’s ability to successfully meet its mission and goals. Assesses level of financial and non-financial resources available for the unit to achieve its goals (e.g., funding, space, technology, staff capabilities and capacity). 10. May perform other duties as assigned.
Required Education and Experience
1. Bachelor’s Degree in a related field and four years of related work experience or an equivalent combination of education and experience. 2. Experience in senior level academic administration or comparable executive setting.
Required Skill/Ability 1:
Demonstrated ability in either human resources or faculty affairs.
Required Skill/Ability 2:
Well-developed interpersonal skills with the ability to form strong business relationships with faculty, staff, leadership and other stakeholders.
Required Skill/Ability 3:
Demonstrated organizational, planning, decision-making and problem-solving skills. Proficiency in framing a problem, identifying/evaluating potential solutions, developing a plan of action, team building/influencing and evaluation of the effectiveness of the course of action.
Required Skill/Ability 4:
Proven written and verbal communication skills. Strong organizational skills with a proven ability to prioritize and multi-task. Demonstrated ability to manage deadline-driven complex Faculty/Staff Affairs.
Required Skill/Ability 5:
Strong proficiency with Microsoft Word, Excel, PowerPoint and Outlook.
Preferred Education, Experience and Skills:
Academic or healthcare experience. Experience with reporting systems, i.e., Workday. Experience with faculty recruitment processes/activities (RFP, FSQ, Interfolio, advertising, search committees).
Weekend Hours Required?
Evening Hours Required?
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.
COVID-19 Vaccine Requirement
The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
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 particular position. Employees will be assigned specific job-related duties through their hiring departments.
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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).
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