Essential Duties

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the assigned unit. 9. Contributes to long-range administrative planning for the assigned unit. 10. Implements University and departmental policies as they pertain to the administrative function of the unit. 11. Supervises and leads staff. 12. May perform other duties as assigned.

Required Education and Experience

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

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.

Position Focus:

This position coordinates space and inventory management, service and maintenance contracts and issues, and construction and renovation projects for the unit. Coordinates and processes all requests for services to Physical Plant, Custodial Services and other Central Services Departments. Responsible for operational oversight of all Department facilities. Will work directly with Space and Capital Planning leadership on current and future renovations including a multi-phase/multi-year build up for a new center at the Yale School of Medicine.

Recommends improvements to systems, methods, practices, policies and procedures. Organizes information from a variety of sources for use in analyzing future plans and forecasts. Develops and implements solutions as appropriate and performs the following tasks: Point of Contact for Equipment (including ITS) and Space Inventory. Annually and with new equipment recording in Workday. Point of contact for ordering equipment. Submit PO for Service Contracts. Troubleshoots daily issues with research and core labs regarding equipment maintenance, facility needs, moves, breakdowns, floods, etc. Works with Business Office when faculty and staff leave department or move within department. Provides quarterly updates for equipment to be decommissioned, replaced, etc. Performs decontamination of all departmental equipment. YU Keys/access point person for new and departing staff, faculty, etc. Manages all inventory (both onsite and off-site). Department liaison for all renovation and construction projects with the department. Liaison with ITS inventory and procurement. Provide operational oversight of department's clinical and research laboratory facilities. Serves as a resource to Center/Core and YSM leadership and managers regarding operational and facilities issues. Work closely with Business Offices staff to assure appropriate controls and oversight of facilities and equipment service and maintenance contracts, etc.

Administrative Services Manager: Serve as the unit's point of contact to/from service providers for the research and core laboratories (e.g., Facilities, Procurement) as well as the academic and faculty support areas, ensuring that providers are apprised of unit needs and relevant information, and taking action where needed. Serve as primary point of contact for facilities issues, specifically research facilities and equipment. Monitor the adequacy of service delivered by outside providers. Escalate issues or concerns related to administrative and operational services to the Director of Finance and Administration.

Posting Disclaimer

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.