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Operations Manager, Dean’s Office, College of Arts & Sciences

Who we are:

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university situated on the coast of southern New England. It’s a diverse and vibrant community of more than 8,800 students with campuses around the country and around the world. Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

Reporting to the Dean of the College of Arts & Sciences, the Operations Manager will manage the office utilizing a range of managerial and coordinating functions, as well as regularly interact with department chairs, faculty, staff, and students about a range of matters.

You are:

• A people-person with outstanding interpersonal skills and the ability to handle sensitive and oftentimes delicate matters with students, parents, faculty and staff
• Organized and detail-oriented
• An excellent communicator and connector, with the ability to interact with a diverse population of prospective students, faculty and staff

You will:

• Maintain and coordinate calendars and schedules of Dean and Associate Dean and the broader College calendar and events calendar
• Assist Dean in managing flow of electronic communication, including managing College email inbox, assist in preparation of memos and other communication
• Review, analyze and process electronic and hard-copy payment requests, travel authorizations, reimbursements, personal service agreements and similar
• Provide logistical support to faculty search committees
• Manage paperwork, electronic documents, information flow and logistics for all College hiring and separations, prepare faculty contract letters, track approvals of faculty and staff positions, prepare academic criteria forms for searches
• Maintain College records and data, including personnel files and office assignments.
• Assist in collecting, organizing and analyzing data for Deans and other administrators regarding college budgets and personnel
• Oversee the collection of adjunct credit hours by the department secretaries
• Maintain and track faculty professional development awards and accounts from grants
• Review and provide information about financial documents, budget queries, class schedules and student data via Banner and Argos electronic systems
• Handle faculty IT equipment requests in consultation with the Associate Dean
• Facilitate meetings, workshops and colloquia with administrators, faculty and students including site reservations, orders of food or refreshments, as necessary
• Manage major events including symposia and concerts, reserving venues, handling logistics, coordinating publicity with other campus offices in printed and electronic formats
• Interact with students, faculty and public via phone, email, or in person, provide appropriate guidance, advice, and directions, route individuals to further assistance, if necessary
• Provide training, assistance and guidance to department secretaries regarding College related matters
• Coordinate with Chairs in arranging coverage for secretaries or other staff in cases of illness or separation from the University
• Collate information about college events and accomplishments to share with stakeholders such as Alumni and Advancement
• Work with Dean and Advancement liaison to schedule Advisory Board meetings, donor visits, and related events
• Provide support for external partnerships and interdisciplinary initiatives

You need:

• Ten or more years’ experience in professional office management
• Experience in an institution of higher education
• Outstanding oral and written communication skills
• Excellent interpersonal skills for handling sensitive and oftentimes delicate matters with students, parents, faculty, and the public
• Experience with, or aptitude to learn software and technology systems such as Banner, Argos, Zoom, Teams, OneDrive
• Proficiency in Microsoft Office, Word, Excel, Outlook, Access, and Power Point
• Ability to work collegially and with often urgent deadlines

What’s In It for You:

• Health & Welfare Programs: Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.
• Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program
• Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities
• Employee Discounts on products, services and educational opportunities
• Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Year’s); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable