Chemistry Department Operations Manager
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).
- 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.
Required Skills and Abilities
1. Superior interpersonal skills with the ability to manage complex issues and represent the department well in various contexts.
2. Highly developed organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.
3. Proficiency in using MS Office Suite (Word, Excel, PowerPoint), with strong written and verbal communication skills.
4. Ability to maintain confidentiality and manage sensitive matters with discretion and professionalism.
5. Strong project management skills with the ability to design and implement policies and procedures to enhance office efficiency.
Preferred Skills and Abilities
1. Bachelor's degree and extensive experience in a senior-level administrative or executive setting, including supervisory roles.
2. Experience working in an academic or similar environment with a strong understanding of administrative processes and event management.
3. Advanced computer skills, particularly in Microsoft Office Suite, Outlook, Zoom, and internet search engines.
4. Familiarity with managing project budgets, VIP visitors, and high-profile events.
5. Knowledge of federal or foundation grant processes and requirements.