Associate Director, Workforce Administration
3 weeks ago
Essential Duties
1. Manages the daily operation of a unit, department, or school of the university with emphasis on human resources, information technology, financial reporting, facility planning, research support, and compliance among other functions. 2. Exercises administrative and fiscal responsibility for the business affairs of the assigned department, procures services for the department, and serves as liaison between department and other University administrative offices. 3. Establishes and implements policy pertaining to financials and business affairs for the department within University guidelines. 4. Manages the preparation and management of grant and contract proposals and resolves issues related to grant and contract proposals, awards, and execution. 5. Determines budgetary and financial needs, develops and prepares departmental budgets and financial reports and oversees preparation and administration of budgets, grants, and contracts within guidelines established by the University and the department. 6. Manages a variety of human resources activities including: employment, staffing, labor relations, benefits, training, payroll and compensation for the assigned department. 7. Establishes financial and operational systems and ensures that all expenditures are monitored and controlled, approves payment of invoices for services provided to the department, and resolves billing and collection problems. 8. Manages the allocation of space as well as the procurement of equipment for use by staff and facility improvements and renovations within the assigned department. 9. Manages a staff of exempt and non-exempt employees. 10. May perform other duties as assigned
Required Education and Experience
Minimum requirement of Bachelor's Degree in related field and three years of experience or an equivalent combination of education and related experience.
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.
Position Focus:
The Yale University Art Gallery (YUAG) and the Yale Center for British Art (YCBA) seek an Associate Director, Workforce Administration to lead and direct the human resources administration for the YUAG and YCBA. This includes, but is not limited to, overseeing the staffing process, onboarding, benefits, timecards and overtime management, the annual performance management process, and oversight of staff data management and status changes. Always ensures consistency, confidentiality, and a high standard of professionalism.
This position partners very closely with the assigned Central HR Business Partner (HRBP). This position will be the primary point of contact for all YUAG and YCBA staff for human resources administration and operation needs, escalating the Central HRBP as appropriate. Develop and maintain an onboarding process, with a focus on enhancing the culture and supporting new hires and their introduction to the organization and Yale. Develop strong relationships and work closely with the Office of International Students and Scholars (OISS), Office of Postdoctoral Affairs, Student Employment Office, and Central Human Resources. Assess staffing needs. Meet with department heads and managers to ascertain possible solutions to staffing issues. Evaluate the financial impact and implement solutions as appropriate. Manage the departmental staffing process, maintaining a list of relevant sites to post open positions, and aid in the partnership with the Talent Acquisition department. In collaboration with Talent Acquisition, develop and maintain departmental guidance and tools for hiring managers. Coordinate the post doctorate associate/fellow and graduate student hiring process. Maintain the salary increase processing for postdocs. Work with OISS to ensure compliance with all federal visa regulations. After working with HRBP and securing proper approvals ensures timely and accurate process of all employee status changes including the coordination of leaves, terminations, job audits, promotions, transfers, salary adjustments, extra compensation payments, merit increases, structural adjustments, change of hour scheduling, and layoffs. Oversee the visa sponsorship exceptions process, in partnership with OISS and Human Resources Generalist (HRG). In concert with their manager and HRBP, develops and recommends HR strategies that allow the organization to achieve goals and objectives. Lead the development and implementation of specific departmental HR policies and procedures and make recommendations for change ensuring alignment with Yale policies and adherence to regulatory requirements. Collaborate with HRBP to administer the annual performance review and merit process. Review and identify adjustments to job descriptions and job families within the organization. Make recommendations and partner with HRBP to implement changes. Primary source of information about Workday (Yale's staff database). This includes reporting, staff data updates, provide instruction to staff and managers as needed. Oversee payroll and timecard processing. Monitor and approve overtime requests. Manages administrative assistants at YUAG and YCBA. Develop and maintain association with field specific organizations, like the American Alliance of Museums (AAM). Develop and maintain relationships across Yale and the collections division to ensure strong partnership and consistency.
Preferred Education, Experience and Skills:
Four to six years of professional human resources experience. Museum environment experience is a plus. Familiarity and experience with enterprise management systems.
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.
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