Manager, Staff Operations & Administration

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Salary Range

$68,000.00 - $120,500.00

Overview

Reporting to the Manager of Academic & Administrative Affairs, the Manager of Staff Operations & Administration serves as a strategic partner to the Department of Neurosurgery leadership, ensuring delivery of high-quality support for both faculty and staff in alignment with the department's mission.

As a key member of the Business Operations administrative team, this role works closely with department and academic leaders to oversee staff operations and administration. The Manager will directly supervise a team of academic and research support administrators and lead the staff administration function. This includes conceptualizing, planning, designing, and coordinating the implementation of effective and innovative strategies, programs, policies, procedures, and protocols across a range of functions, including administration, clinical operations, finance, human resources, labor relations, research, and space planning.

This position currently works a hybrid schedule with a minimum of three days on campus; candidates must be flexible and able to work on campus as needed.

Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University.

Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed.

Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments.

Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments.

Manages the use of facilities in one or more departments including office space, workstations, equipment, and office supplies.

Manages administrative support for activities of one or more departments to ensure timely completion of projects.

Manages and coordinates training sessions for assigned departments when new policies or practices are adopted.

Ensures compliance with university and federal regulations as they apply to the assigned departments.

Identifies, plans, and develops administrative policies for the assigned departments.

Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department.

Assesses and makes recommendations regarding staff development and staffing levels.

Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis.

Manages a staff of non-exempt employees.

May perform other duties as assigned.

Required Skills and Abilities

1. Demonstrated experience managing and leading staff. Skilled in building effective relationships, fostering collaboration, and negotiating skillfully with internal and external constituents to achieve positive outcomes.

2. Demonstrated experience creating surveys via a survey platform and compiling data for presentation. Demonstrated experience with MS Suite (word, office, PowerPoint, outlook). Proven ability to exercise sound judgment, intuition, and common sense with strong attention to detail. Demonstrated experience prioritizing and managing multiple tasks in a complex, fast-paced clinical and/or academic environment.

3. Superior interpersonal and customer service skills with the ability to engage faculty, staff, students, patients, and administrators at all levels in a professional manner. Adept at handling sensitive and complex issues requiring discretion and confidentiality.

4. Strong ability to manage time, staff, and resources effectively. Experienced in measuring progress, redirecting efforts when needed, and anticipating changes in the administrative environment to proactively manage organizational and operational change.

5. Excellent oral and written communication skills to engage individuals from diverse backgrounds. Highly adaptable, demonstrating creativity, innovation, and flexibility in addressing challenges, while adjusting to evolving organizational needs.

Principal Responsibilities

1. Functions as Departmental resource by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation. 2. 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. 3. Oversees probationary & annual performance review process for designated staff by soliciting/compiling feedback, & reviewing it with the Administrative Supervisors. 4. 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. 5. Ensures that cross-coverage rotations for identified areas are correctly & appropriately implemented. Authorizes & schedules relief staff as required to maintain staffing levels & minimize disruption. 6. Collaborates with the Office of Education & the administrative structure as it relates to Clerkships, Residency, Fellowships, & Graduate programs. 7. Provides coaching to Administrative Supervisors & Assistants across the Department. 8. May serve as the unit's point of contact to/from service providers (e.g., Facilities, HR, IT/Telecomm, Student Services, Faculty Affairs, Emergency Operations for Business Continuity Plan) to ensure providers are apprised of unit needs & relevant information; troubleshoot & takes action where needed; monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative & operational services to the Director, Finance & Administration. 9. Risk Manager: Ensures necessary processes are in place for compliance across the entire department. Implements & maintains strong internal controls of assigned responsibility to provide reasonable assurance of effective & appropriate resource use, accurate financial information, & adherence to contractual obligations & agreements, policies, procedures & external regulatory requirements. Takes corrective action to protect Yale's assets, resources, information & reputation. Identifies, communicates & addresses issues/concerns in a timely & appropriate manner. Ensures all faculty & staff are knowledgeable of the regulations, policies, procedures, & Yale requirements as they pertain to their scope of activity. Escalates issues to the Director, Finance & Administration as appropriate. 10. University Citizen: Connects the unit & University through communication, alignment of priorities, implementation of initiatives & active engagement in University administrative priorities. Engages in initiatives generated by the Director, Finance & Administration, Chair & the University. Represents unit needs, challenges, & opportunities at the Director, Finance & Administration and/or Institutional level. Creates opportunities to enhance the image & value of the unit. Shares knowledge & best practices with others. 11. Strategic Resource: Partners with the Director, Finance & Administration to shape the unit's administrative & operational priorities & support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term & long-term goals & identifies any factors that may impact the unit's ability to successfully meet its mission & goals. Assesses level of financial & non-financial resources available for the unit to achieve its goals (e.g., funding, space, technology, staff capabilities & capacity). Recognizes & raises potential issues, ideas & solutions to Director, Finance & Administration. Required Education and Experience 1. Bachelor's Degree in a related field and three years of related work experience or an equivalent combination of education and experience. 2. Experience in senior level academic administration or comparable executive setting.

Job Posting Date

09/22/2025

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (24)

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

789 Howard Avenue, New Haven, Connecticut

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate's qualifications, experience, skills, and education in relation to the position requirements, along with the role's grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

Note

Yale University is a tobacco-free campus.