Coordinator, YSM Dean’s Office

YSM Dean - Dean's Office

79926BR

Coordinator 4

None - Not included in the union (Yale Union Group)

Full time

Regular

Administration & Operations

Supervisor; Senior Associate (23)

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Administration

37.5

Standard (M-F equal number of hours per day)

Medical School Campus

333 Cedar Street New Haven, CT 06510

Reporting to the Chief of Staff for the Dean of the Yale School of Medicine the Coordinator will perform a key role in supporting the day-to-day operations of the Yale School of Medicine's Dean's Office. Essential duties include ensuring the efficient operation of the office, in a professional, collaborative manner but are not limited to providing or overseeing the following; Manage senior leadership searches by: establishing the search committee and finalizing the contracts with the search firm; mapping out the timeline for search committee meetings, candidate interviews and site visits; overseeing staff scheduling for above activities; partnering with the search committee chair and/or search firm to staff meetings, guide the process, and provide general assistance; working closely with Faculty Affairs and Office of Professional Development (OAPD) to initiate searches and maintain adherence to the university's faculty hiring and onboarding processes. Manage the coordination, tracking and submission of YSM faculty awards & nominations. Partner with consultants, staff committees, and coordinate memberships on those committees. Document and maintain guidelines/composition/charge/minutes for each committee/meeting. Ensure that meeting materials, presentations, speeches, and other deliverables are prepared or assembled in advance of the meeting or event, and that preparations for all future calendar events are on schedule. Serve as the back-up for the chief of staff and associate administrator in providing general office management and assisting with the oversight of tasks assigned to C&T staff. In conjunction with staff, oversee the coordination of events and special projects for the Dean's Office. Determine and manage administrative, facility, equipment and catering needs for symposia, lectures, seminars, conferences, retreats, orientations and other Dean's Office social and leadership activities. Create and distribute community messages using Yale Messages. Create surveys and collect and analyze data using Qualtrics. Other duties and special projects as assigned. This is a hybrid position that will consist of onsite and remote work. The work schedule is in accordance with current University policy and will consist of at least three days onsite and two days working remotely. The onsite schedule may increase at any time up to full-time, as necessary, to meet the operational needs of the Office of the Dean.

1. Assumes primary responsibility for a program, service, activity, operation or function in an assigned area. Develops objectives, practice and procedure and identifies resources to ensure accomplishment of operational goals. 2. Coordinates day-to-day operations in order to achieve designated goals. Ensures effective management and leads the development and implementation of best practices. 3. Designs and implements quality control metrics to identify areas of risk. Analyzes, recommends, and implements strategic solutions to minimize risk. 4. Develops a variety of complex report and other written materials. 5. Provides guidance to and collaboration with internal and external partners as necessary. 6. Develops, oversees and monitors budgets. 7. Develops and maintains specialized training. 8. Performs other duties as assigned.

Bachelor's Degree in related field and three years of related experience or an equivalent combination of education and experience.

Critical thinking and problem-solving skills. Highly organized and detail oriented. Excellent written and oral communication skills.

Ability to work independently with minimal supervision. Ability to be flexible to adjust hybrid work schedule to allow for team and operational priorities to be met.

Proficient in MS Word, MS Excel.

Demonstrated ability to balance competing priorities and deadlines. Willing to learn new things and ask questions to obtain required information.

Strong interpersonal skills, comfortable interacting with a wide range of stakeholders, including VIPs in a fast-paced office environment.

Working knowledge of Qualtrics, Yale Message, MS PowerPoint, MS Teams. Knowledge of Yale faculty affairs process for hiring and onboarding new hires.

Occasional

Occasional

No

No

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.

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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).

W.L. Harkness Hall, 3rd Floor, Room 303
100 Wall Street, New Haven CT 06511
203-432-0849
equity@yale.edu

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