Associate Program Manager

23-Apr-2024

Tobin Center - Research and Policy Operations

87834BR

University Job Title

Program Administrator

Bargaining Unit

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

If Fixed Duration, Period

2 years from date of hire

If Fixed Duration, is continuation possible?

Yes

Other Fixed Duration Date

30-Apr-2026

Compensation Grade

Administration & Operations

Compensation Grade Profile

Associate (22)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Accounting/ Financial, Administration, Business Operations

Total # of hours to be worked:

40

Work Week

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

Work Location

Central Campus

Worksite Address

87 Trumbull StreetNew Haven, CT 06511

Position Focus:

The Tobin Center for Economic Policy at Yale University works to strengthen families, communities, and the nation. We enable research on key challenges facing society and bring the resulting insights to the policy arena for impact. We do this by building purpose-driven partnerships across government, engaging with the media, and training a more diverse and inclusive generation of social scientists and policy leaders. Our work has been credited with making significant contributions to United States law and policy across health, climate, education, and economic opportunity. 

The Tobin Center is seeking a Program Manager to facilitate the execution of research projects and policy activities for a dynamic and growing center that aims to reduce the time between research and impact. Working closely with the Executive Director and Chief Operating Officer, the Program Manager will provide hands-on operational, administrative, and technical support. Supporting Tobin’s work across our policy verticals, the Program Manager will broadly assist with the Center’s financial planning (including budgeting and grant management), operational activities, policy-relevant qualitative research requests, and impact tracking.

In the realm of financial planning, the Program Manager will support:

Budget creation: Use complex Excel spreadsheet templates that are used across the team; identify fund restrictions and budget accordingly; coordinate with Chief Operating Officer, Program Managers, and administrators to complete and submit budgets in a timely fashion.

Budget tracking: Tracking budget-to-actuals at the organization level and the project level on a monthly basis; reviewing expenses for fidelity to planned charges.

Grant support: Supporting proposal applications for grants and gifts, tracking and forecasting budget spending, allocating expenses, and submitting invoices.

In the realm of operations, the Program Manager will support:

Stakeholder coordination: Scheduling meetings and booking travel, particularly for the Executive Director; manage relationships with partner institutions.

Event planning and implementation: Provide logistical support for event planning in coordination with Program Managers and Director of Strategic Communications & Outreach.

Impact tracking: Maintaining (and improving, as applicable) systems that track media hits, publications, and research projects for our affiliated faculty and the organization at large

Human resources and procurement: Facilitating the hiring and recruitment process (including international), vendor agreements, and memorandums of understanding

Other responsibilities may include:

Policy-relevant qualitative research requests, such as landscape analyses or media reviews and support in expanding partnerships between the Tobin Center and other Yale research centers and potentially other collaborating institutions on topics related to producing cutting-edge research for policy.

Principal Responsibilities:

Responsible for managing organization-wide budget-to-actual trackers and other financial tools. Supports the submission and tracking of grants and contracts supporting the program. Utilizes appropriate University and sponsor electronic systems to effectively manage, submit and/or report project activity, expenses, and contracts.

Manages calendar, travel, and expense reporting for Center leadership and coordinates with key internal and external stakeholders to schedule meetings. Participates in planning and execution of policy-relevant events, both internal and external. Maintains organization-wide impact tracking including media hits, publications by faculty affiliates, and other content management.

Manages updates to website accordingly, including fielding requests to add content from other team members. Facilitates recruiting and hiring, contract management and submission, vendor agreements, and memoranda of understanding. May perform other duties as assigned.

Essential Duties

1. In support of the overall mission, plans, directs and oversees programmatic activities. 2. Develops, implements, and maintains operational policies and procedures. 3. Manages program communications; identifies outreach potential, and promotes philanthropic and collaborative support of the program. 4. Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 5. Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. 6. Tracks all program activities and regularly informs leadership of progress on each initiative. Recommends structural or programmatic adjustments, changes or additions based on full knowledge of missions, goals, and objectives. Develops metrics to identify and measure the success of the program. 7. Assists in identifying and evaluating potential future funding sources, and contributes to the submission of grants and contracts supporting the program, including the annual submission and writing of all content areas and budgetary sections of grant applications. 8. Develops and manages the program's operating budget. 9. Manages the administrative infrastructure of the program. Manages human resources including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 10. May perform other duties as assigned.

Required Education and Experience

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

Required Skill/Ability 1:

Strong administrative and project management skills.

Required Skill/Ability 2:

Strong communication and interpersonal skills. Proven ability to adapt communication style to address the needs of individuals at all levels. Ability to negotiate skillfully with both internal and external constituents. Demonstrated ability to be able to present ideas and communicate effectively, both verbally and in written materials.

Required Skill/Ability 3:

Strong and demonstrated ability to manage financial resources and construct and balance budgets for centers or projects across an array of revenues sources (e.g. grants, gifts, endowments).

Required Skill/Ability 4:

Well-organized, ability to prioritize, have strong attention to detail, and manage multiple assignments simultaneously. Demonstrated ability to be able to drive forward project objectives according to set timelines and deliver on project aims.

Required Skill/Ability 5:

Demonstrated positive attitude and commitment to working as a member of a center-wide team. The ideal candidate should have the ability to understand, communicate, and effectively interact with people across cultures. Being open to learning about different dimensions of diversity and exhibiting positive attitudes towards cultural differences.

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

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).

Note

Yale University is a tobacco-free campus