Supervisor, Administrative Services, MB&B & MCDB

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Overview

Supports the Lead Administrator for the Departments of Molecular Biophysics & Biochemistry (MB&B) and Molecular, Cellular and Developmental Biology (MCDB) and works closely with the Operations Managers for both units. Uses sound judgment and initiative to manage the day-to-day administrative operations of both departments.

Manages the Office of the Chair, Faculty and Student Affairs, including supervision of administrative support staff and coordination of workflows supporting faculty affairs, academic programs, registrar operations, and departmental priorities. Responsible for hiring, training, developing, and supervising staff; assigning and adjusting workloads; monitoring performance and work completion in collaboration with faculty leadership as appropriate; establishing office priorities; and securing temporary staffing support when needed.

Directly supervises the Faculty & Academic Affairs manager, chair’s assistant, and undergraduate and graduate registrar staff supporting the MB&B and MCDB departments. Oversees academic program administration and registrar functions, ensuring accurate course scheduling, student record management, degree progress tracking, and compliance with university policies and procedures. Provides guidance and training to registrar staff, establishes consistent processes across both departments, and ensures high-quality service delivery to faculty, students, and central administrative offices.

Develops and implements procedures, systems, training, and reference tools to improve efficiency, consistency, and service delivery. Interprets and applies university and departmental policies and procedures; researches, troubleshoots, and resolves complex operational issues in coordination with central administrative offices; and manages sensitive personnel and operational matters with professionalism, discretion, and confidentiality. Oversees departmental communications, including websites, digital signage, and timely communication regarding departmental projects, initiatives, and priorities.

This position requires occasional work on both Central and Medical School campuses.

Work Week / Hybrid Schedule

Current schedule is hybrid: 4 days on campus and 1 remote day per week. Additional on-site days may be required based on operational needs. If the University/department transitions to five days on campus—temporarily or permanently—the hybrid schedule may be suspended or modified at management discretion.

Required Skills and Abilities

1. Superior interpersonal skills with the ability to manage complex issues and represent the department well in various contexts.

2. Highly developed organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

3. Proficiency in using MS Office Suite (Word, Excel, PowerPoint), with strong written and verbal communication skills.

4. Ability to maintain confidentiality and handle sensitive matters with discretion and professionalism.

5. Experience supervising staff. Strong project management skills with the ability to design and implement policies and procedures to enhance office efficiency.

Preferred Skills and Abilities

1. Experience working in an academic or similar environment with a strong understanding of administrative processes and event management.

2. Knowledge of federal or foundation grant processes and requirements.

Principal Responsibilities

1. Supervises the administrative functions of the office with responsibility for the training and development for a minimum of two full time staff members. 2. Ensures communication with various projects and initiatives in a timely and efficient manner. Researches information on a wide variety of topics and events requiring contact with university officials, faculty, etc. Prepares and contributes to the preparation of reports, briefings, presentations and responses on strategic initiatives as appropriate. 3. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality. 4. Reads through various contracts/agreements, summarizes key terms, and tracks compliance with those terms. 5. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office production and efficiency. 6. Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials. 7. Conducts budgetary and cost analyses on office activities. Supervises financial activities and develops systems for tracking expenditures. Reviews and reconciles administrative budget and prepares and monitors financial data. 8. Manages calendars and prioritizes activities. Ensures calendar flexibility. 9. Ensures meeting materials, presentations, speeches, etc. are prepared in advance and that preparations for all future calendar events are on schedule. 10. Oversees the coordination of events and special projects for the office. 11. May perform other duties as assigned. Required Education and Experience Bachelor’s Degree in a related field and a minimum of three years of related work experience or an equivalent combination of education and experience.

Job Posting Date

10/12/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (M5)

Salary Range

$68,000.00 - $120,500.00

Benefits

A general description of the benefits to be offered with this Managerial & Professional position is available at:

Yale Benefits

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.