Deputy Director, Operations

14-Mar-2024

School of Public Health - Epidemiology and Microbial Diseases

87097BR

University Job Title

Program Manager 1

Bargaining Unit

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

If Fixed Duration, Period

8 months from date of hire

If Fixed Duration, is continuation possible?

Yes

Other Fixed Duration Date

01-Nov-2024

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Outside of campus, within Connecticut

Worksite Address

60 College Street
New Haven, CT 06510

Position Focus:

Reporting directly to the Director of Conflict Observatory Programs, the Program Manager (Deputy Director for Operations) supports the Humanitarian Research Lab (HRL) Faculty Director, Executive Director, and Director of Conflict Observatory programs in managing the operational aspects of the Conflict Observatory Program as well as other research programs within HRL, as assigned.

Operational aspects may include supporting budget preparation and monitoring, equipment inventory and tracking, tracking and management of human resources and staff onboarding, training, and offboarding, documenting standard processes and procedures, managing and escalating day-to-day issues, coordinating with sponsors and Yale administrative offices at the request of the Principal Investigator or other HRL leadership, and contributing to strategy for external messaging, new partnerships and sponsors, and other duties as assigned.

Develops, implements, and maintains operational policies and procedures. Documents standard processes and procedures, works in coordination with other stakeholders to do so, establishes new processes and systems where appropriate to manage operational aspects of the projects.

Develops and manages the administrative infrastructure of the program. Manages human resource and administrative functions of the program, including staffing and hiring, performance development, counseling and support to supervisors, if warranted. Oversees and manages information systems, facilities, and space needs.

Tracks all operational program activities and regularly informs leadership of progress on each initiative. Regularly provides reports and updates to leadership on program status in relation to funding, personnel, equipment, and technology status. 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.

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. Develops and manages the program's operating budget. Works in coordination with the relevant Yale offices to prepare, formalize, monitor, and execute research program budgets.

Liaises between Yale HRL with relevant internal Yale departments and teams. Works in coordination with Yale offices to meet requirements related to sponsor-funded equipment purchasing and monitoring. Coordinates directly with vendors, sponsors, and project stakeholders with the approval and direction of the Principal Investigator and HRL leadership. Negotiates contracts and/or changes with funder. Oversees HRL’s robust internship program, including managing relationships with Yale HRL’s internship partner organizations.

Essential Duties

1.  Oversees the advancement and growth of the program. Gives direction and leadership supporting the philosophy, mission, strategy, and annual goals and objectives. Assumes primary accountability for disseminating and publishing all program information to create public awareness and support of the program. 2.  Works closely with leadership, internal and external colleagues, and community residents to further develop and implement strategic plans. 3.  Identifies, solicits, and cultivates community partnerships and collaborations to assist in the development and growth of the program. Develops the metrics to identify and measure the success of the program. Responsible for measurements of grant success and related evaluation. 4.  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. Develops and manages the program’s operating budget. 5.  Develops the administrative infrastructure of the program. Manages human resource and administrative functions of the program, including staffing and hiring, supervision, performance development, counseling and discipline, if warranted. Oversees and manages information systems, facilities, and space needs. 6.  Investigates, identifies, implements, and oversees the maintenance of systems to gather, track, and report information to support the initiatives of the program. 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. 7.  Initiates, designs, and manages the compilation of program communications; identifying outreach potential, and promoting philanthropic and collaborative support of the program. Contributes to the development and assists in the management of content on the program’s website and monitors all changes and additions to the editorial content. 8.  Performs other duties as assigned.

Required Education and Experience

Minimum requirement of Bachelor’s Degree in a related field and four years of related experience or an equivalent combination of education and experience.

Required Skill/Ability 1:

Strong capability to multi-task and prioritize across multiple projects with varying levels of urgency.

Required Skill/Ability 2:

Strong technical fluency with Microsoft Office, project management/CRM platforms, and visualization software. Some knowledge of cybersecurity or digital security tools and platforms preferred.

Required Skill/Ability 3:

Exceptional communication and customer service skills.

Required Skill/Ability 4:

Ability to rapidly adjudicate issues as they arise, identify and diagnose the root cause, and prioritize or escalate for solutions with leadership. Able to independently problem solve for routine issues.

Preferred Education, Experience and Skills:

The candidate should have a record of some academic study of humanitarian and human rights issues, particularly those topics related to displacement and armed conflict.

Weekend Hours Required?

No

Evening Hours Required?

No

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