Chief of Staff, Supervisor - Pathology

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About the role

Reporting dually to the Associate Director of Academic and Administrative Affairs and the Senior Manager, Administrative Services for the Radiology and Biomedical Imaging, Laboratory Medicine, Pathology, Therapeutic Radiology, and Yale Biomedical Imaging Institute Integrated Business Office (IBO), this position oversees the daily activities of administrative support staff to ensure adherence to institutional policies and departmental procedures.

The role provides direct, daily supervision, support, and guidance to a team of Senior Administrative Assistants and is responsible for managing workloads, issue resolution, performance management, and staff training. The position provides day-to-day direction to administrative staff and coordinates administrative and operational activities supporting department functions.

Working under the supervision of IBO leadership, the incumbent will provide administrative support across a wide range of departmental initiatives. This role also serves as a senior aide responsible for managing the flow of people and information through the Chair’s office and representing the Chair’s interests through interactions with internal and external stakeholders, faculty, trainees, and customers.

The incumbent will provide high-level administrative support and coordinate program activities, including designing and implementing policies, procedures, and systems to enhance productivity and efficiency, such as workflow tracking mechanisms. Additionally, this position serves as the Chief of Staff to the Pathology Department Chair, managing complex scheduling and logistical coordination for high-level meetings involving institutional leaders and multinational collaborators and funding agencies. The role oversees the daily operations of the Chair’s office and develops systems to track departmental and Chair-related metrics. It creates data-driven presentations and reports for faculty meetings, leadership briefings, and academic conferences; acts as the primary point of contact for the Chair’s office; and coordinates key internal and external initiatives to ensure alignment with departmental goals and institutional priorities.

Responsibilities

• Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit.
• Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices.
• Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work.
• Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance.
• Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies.
• Plans and facilitates training sessions for the department when new policies or practices are adopted.
• Ensures compliance with University and federal health and safety regulations as they apply to the unit.
• Initiates, plans and develops administrative policies for the assigned unit.
• Contributes to long-range administrative planning for the assigned unit.
• Implements University and departmental policies as they pertain to the administrative function of the unit.
• Supervises and leads staff.
• May perform other duties as assigned.

Requirements

• Bachelor’s Degree in related field and four years of experience or an equivalent combination of education and related experience.
• Proficiency in relevant software and tools such as Workday and Microsoft Office Suite.
• Excellent organizational and communication skills, with the ability to manage priorities in a fast-paced environment.
• Ability to meet deadlines and handle multiple tasks with attention to detail and accuracy.
• Proven ability to work independently, exercise discretion, and maintain confidentiality.

Preferred Qualifications

• Proven experience in supervisory roles.
• Proficiency in relevant software and tools such as Workday.

Pay

Salary range: $65,000.00 - $101,000.00

Schedule

Full time, hybrid work model.