Administrator, Graduate Union Affairs & Student Relations

Yale University•New Haven, CT

48d•$82,000 - $131,500•Hybrid

About The Position

Reporting to the Senior Director, Business Operations, Administrator, Graduate Union Affairs & Student Relations will serve as the primary point of contact on matters related to graduate student administration and Post Doc employment issues, including but not limited to: 1.Providing guidance and support pertaining to Local 33, including the assessment contract guidance and interpretation for academic and administrative leaders. 2.Managing and providing counsel and education on use of technology platforms currently used today for purposes of student enrollment status, creation and posting of new job descriptions/profiles, workforce and absence management systems, Leaves of Absence programs and administration, etc. Providing guidance and education for academic leaders/faculty who are responsible to supervise/oversee Yale Graduate (Local 33) student-workers; design, adapt, and facilitate training on contract requirements for managers. 3.Leading and/or supporting the employment life cycle, including the appointment letter process and management, onboarding/orientation with presentations to audience, student employment records and union member status and offboarding. 4.Partnering with key University stakeholders such as the Office of Labor Relations, Employee Relations, Absence Management, etc., to provide ongoing guidance and training for department administrators and others who carry out administrative activities that are outlined in the contract, including the liaise and partnership in the grievance process with managers, Department Chairs and Deans. 5.Managing and providing information and analysis regarding workforce and data in support of requests made in partnership with the Human Resources, Graduate School Business Operations, Post Doc Office and other stakeholders within the University. 6.Reviewing processes for efficiency and optimization pertaining to reporting, benefits open enrollment, contractual processes, questions and solutions. Providing a community of practice and/or forum for sharing best practices, standard methods and approaches to processes and practices and implementation.

Requirements

Demonstrated possession of sound independent judgment, intuition and common sense with keen attention to detail and ability to prioritize and handle multiple tasks and priorities simultaneously in a complex, fast-paced clinical, academic, and research environment. Knowledge of Microsoft Office Suite.
Ability to negotiate skillfully with both internal and external constituents. Demonstrated ability in analysis, negotiation, and problem resolution. Extensive knowledge of labor contracts, personnel policies, mediation, and negotiating. Demonstrated skill in managing relationships and influencing others in a positive manner.
Superior interpersonal skills and ability to interact with faculty, staff, students, patients and administrators at all levels in a highly professional demeanor and excellent customer service skills. Ability to deal with complex issues and sensitive situations that require confidentiality and discretion.
Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed. Ability to anticipate changes in the administrative environment and proactively manage change.
Excellent oral and written communication skills necessary to effectively deal with individuals both inside and outside the organization from diverse backgrounds.
Bachelor's Degree in a related field and four years of related work experience or an equivalent combination of education and experience.
Experience in senior level academic administration or comparable executive setting.

Nice To Haves

Demonstrated experience in higher education.
Advanced knowledge of federal labor and employment law including the NLRA, FLSA, FMLA and ADA.
Eight years of relevant work experience is preferred.

Responsibilities

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.
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.
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.
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.
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;
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.
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.
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.
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).
May perform other duties as assigned.