Associate Director, YSM Academic Appointee Administration Operations

Associate Director, Academic Administrative Operations

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Overview

Reporting to the Director, Faculty Lifecycle Services, the Associate Director leads and oversees the school's academic administrative operations and processes that support YSM faculty and other academic appointees. Serving as a subject matter expert, the Associate Director will support operations involving academic hires and onboarding, payroll processing, terminations, non-academic leaves of absence, retirements and offboarding. This position serves as a point of contact and advisor to faculty and departments, providing counsel in accordance with University regulations, policies and procedures. Conducts research, evaluates and interprets School and University policies and assists faculty and staff in resolving complex issues. This position plays an essential role in managing and improving internal operations and systems and in delivering a functional and sustainable user support network across the YSM academic departments. Works closely with the Associate Director of Faculty Affairs on the operational and systems processes involved in academic hires, onboarding, promotion, leaves, and retirement.

Systems Management and Process Support

Monitor use of existing systems (e.g., Workday, lnterfolio, Salesforce RFP, FSRP and FOL) and identify needs for adjustments. Identify any limitations of the University's enterprise systems associated with providing YSM leadership and business offices with the personnel management tools required to track and process the volume and complexity of information encountered at the School of Medicine. Work with the University's central HR organizations in the development and testing of systems applications as they relate to the processing of academic lifecycle events and compensation management.

Academic Appointee Administration Training and Communications

Take a leadership role in training the community in use of applications in YSM, communicating all system and process related changes, and developing internal documentation and/or related material for training. Document and maintain operating procedures for YSM academic appointee offices. Encourage collaboration and partnership with process owners, business managers and staff in meeting application requirements. Motivate and sustain continued collaboration across teams and team members.

Academic Appointee Data Quality Assurance

Develop and maintain accurate reporting and auditing of academic transactions and associated data. Work closely with internal and external auditors to provide documentation and explanation of academic appointee lifecycle and compensation processing and business practices as well as validate the integrity of master data.

Leaves of Absence

Oversee non-academic leaves of absence for faculty and clinical trainees, including providing consultation and escalation as needed; interpret and support policy updates and coordinate with the Provost's Office and the Office of General Counsel as needed; and conduct quarterly reconciliation of Child Rearing Leave accounts.

Faculty Annual Compensation Review Process

In collaboration with the Director, Faculty Lifecycle Services, support the annual faculty compensation review, including review and testing of Workday merit applications; updating training materials and communications; submission review; and department-level training and support.

Team Management

Manage and lead a team of non-exempt staff who support the hire, compensation, payroll, benefits, leaves of absence and retirement/termination processes for faculty and other academic appointees. Resolve complex inquiries that require an in-depth knowledge of HR and payroll procedures and system application process and analysis of inconclusive or obscure data. Implement and establish procedures and best practices to enhance work outcomes and performance. Ability to design and develop quality assurance measures for sound audit reviews where financial impacts are applicable.

University Service and Engagement

Serves in various capacities on university-wide and YSM committees. Leads and/or participates in special projects aligned with strategic goals of the school. Provide back-up support to the YSM Senior Human Resources Transaction specialists as needed, especially during peak seasons and absences. Handle processing of sensitive and/or complex academic appointment transactions.

Required Skills and Abilities

1. Strong written and oral communication skills; proven ability to articulate ideas in verbal and written communications. Excellent interpersonal skills and demonstrated ability working with faculty, staff and administrators at all levels. 2. Strong analytical skills including a strong aptitude for systems and technical solutions, business process analysis, organizational, planning, problem-solving and reasoning skills. 3. Ability to meet deadlines, and work under pressure and with frequent interruptions without sacrificing accuracy or customer service. Ability to work both collaboratively and independently in an organized and productive manner. 4. Flexibility, good judgment, and ability to maintain confidential information. Ability to work across departmental lines to influence others and achieve results. 5. Proficiency with Microsoft Office including MS Teams and Excel.

Preferred Skills and Abilities

1. Proven experience in an academic environment, and the academic appointee lifecycle. 2. Proven experience in a medical academic environment is a plus. Proven experience with database systems and online cloud systems. 3. Knowledge of state and federal employment regulations.

Principal Responsibilities

1. Directs, monitors, and assesses needs and directs the application of resources of an administrative University office dealing with one or more major functional areas. 2. Directs and implements solutions to problems that are routine to complex in nature and that affect multiple functional areas of responsibility. 3. Plans and/or participates in planning University activities on a long-term basis to comply with University goals and objectives. 4. Establishes and implements consistent university-wide policies in multiple functional areas of responsibility. 5. Ensures that University office policies and procedures are in compliance with federal, state, and local laws and ordinances. 6. Develops and monitors goals and objectives for managerial and professional staff in compliance with University strategies. 7. Directs a staff of exempt and non-exempt employees. 8. May perform other duties as assigned.

Required Education and Experience

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

Job Posting Date

04/28/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (26)

Salary Range

$92,000.00 - $146,750.00

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).

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