Associate Director, Administration

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Overview

Reporting to the Lead Administrator, Alumni Affairs & Development, the Associate Director, Administration oversees a range of human resource and administration efforts for the division. Serves as a key partner to AA&D managers, unit heads, and senior division staff and to staff in Human Resources. Responsibilities include:

Liaison with central HR – Acts as a critical conduit for HR processes for the division. Reviews pending process changes, assesses impact on the division, shares updates, and implements changes accordingly. Meets regularly with HR partners in areas such as Employee Relations, Talent Acquisition, Compensation, and, as needed, Labor Relations.

Recruitment and staffing – Partners closely with hiring managers, unit heads, the business office, and HR Talent Acquisition colleagues on recruitment. Oversees posting content/job requisition creation and processing for regular and temporary employees. Working with the Lead Administrator and senior staff in the business office, offers strategic guidance on the optimal use of budgeted positions. Advises on possible restructures/reorganizations.

Salaries and compensation analysis – Recommends appropriate salary ranges and salary offers for all M&P postings, using available market data and internal equity comparisons. At the request of the Lead Administrator and/or Vice President, conducts periodic assessments of overall salary structure and/or salaries in particular units or jobs to ensure equity and competitiveness. Works with colleagues in HR Compensation as needed and makes compensation recommendations to senior division leadership when warranted.

Promotions and annual merit process – Manages the promotion-in-place process, setting timelines, inviting promotion requests, soliciting additional information where needed, supporting the Vice President during internal review, and serving as the liaison with HR for final review. Manages M&P merit process in conjunction with the Vice President, Lead Administrator, senior staff in the business office, and HR, establishing appropriate timelines, gathering rankings, conducting initial review of proposed performance ratings and highlighting inconsistencies with policy, and making recommendations for increases. Prepares and consolidates final report for review/approval by the Vice President and Lead Administrator.

Labor planning – May assist with planning for staff growth and/or restructuring. May assist with preparing labor plans and salary forecasts in the Yale Budget Tool.

Other responsibilities – Helps identify training needs and monitors compliance with university and/or division requirements. May assist with onboarding and offboarding.

The following principal responsibilities are generic in nature; applicants will find the information in this Overview to be most relevant to the position.

Required Skills and Abilities:

1. Ability to manage multiple, time-sensitive projects with the capacity to prioritize and work under deadlines in a complex, highly pressured environment. Strong organizational skills. Proven ability to accomplish goals within an assigned timeframe. Ability to maintain strict confidentiality.

2. Demonstrated ability to analyze and resolve complex issues with prudent judgment and tact. Ability to anticipate changes in the business environment and proactively manage through change. Ability to understand and explain the underlying rationale of policies to internal constituents.

3. High level of independent judgment, exacting attention to detail, and problem-solving skills. Ability to be highly productive with limited supervision. Dedicated and self-motivated team player with a positive can-do attitude. Demonstrated ability to collaborate effectively.

4. Excellent written, oral, and electronic communication skills. Superior interpersonal skills and ability to interact with colleagues internal and external to the division.

5. Strong computer skills and aptitude. Demonstrated experience with Microsoft Office suite. Demonstrated willingness to learn and master new computer skills.

Preferred Skills and Abilities

Knowledge of Workday and/or the Yale Budget Tool (YBT). Experience in human resources. Experience with advancement/fundraising.

Principal Responsibilities

1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned. Required Education and Experience Bachelor’s Degree in related field and 5 years of experience or an equivalent combination of education and related experience.

Job Posting Date

03/12/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (25)

Salary Range

$82,000.00 - $131,500.00

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.