Manager of Administrative & Facilities Operations - MB&B & MCDB

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Overview

The Manager of Administrative & Facilities Operations - MB&B & MCDB provides operational leadership for day-to-day administrative and facilities support for the Molecular Biophysics & Biochemistry (MB&B) and Molecular, Cellular, and Developmental Biology (MCDB) departments across multiple campus locations. This role ensures smooth, consistent service delivery for faculty, staff, students, and departmental leadership by coordinating workflows, supervising staff, resolving routine to moderately complex issues, and strengthening documented processes that promote accountability and continuity.

The Manager supervises at least two staff members (Facilities Coordinator and Operations Assistant) and serves as a key escalation point for operational concerns-triaging requests, managing competing priorities, and partnering with university offices, building personnel, and vendors to ensure timely outcomes. Regular travel between departmental locations is required.

Manages departmental facilities operations across multiple locations. Oversees space planning, maintenance issues, and facilities-related projects; coordinates response to urgent facilities matters such as power outages, water leaks, and temperature or HVAC failures; and manages documentation related to facilities activities and insurance claims. Supervises the Facilities Coordinator and provides direction on facilities workflows, prioritization of requests, and coordination with university facilities partners to ensure departmental space and infrastructure needs are addressed effectively. Performs other duties as assigned.

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

Key Responsibilities

Operational & Facilities Management

• Oversee daily administrative and facilities operations for MB&B and MCDB across multiple buildings and locations.
• Coordinate building/lab access needs, routine service requests, space-related support, and departmental moves.
• Monitor departmental equipment and supply needs; coordinate purchasing/logistics as appropriate.
• Serve as the escalation point for routine and moderately complex issues; ensure sensitive, complex, or policy-related matters are escalated to the Academic Affairs Supervisor & Facilities Coordinator.
• Track operational projects and deadlines; communicate status updates and next steps to stakeholders.

Staff Supervision & Team Leadership

• Directly supervise the Facilities Coordinator and Operations Assistant (minimum of two direct reports).
• Set priorities, assign work, coordinate coverage, and provide training to ensure consistent service and cross-functional support.
• Promote a strong customer service orientation and reinforce service standards across both departments.
• Support performance development through clear expectations, feedback, and coaching.

Process Improvement & Documentation

• Ensure operational procedures and workflows are documented, current, and consistently followed.
• Identify gaps, inefficiencies, and recurring issues; recommend and implement improvements in partnership with the supervisor.
• Introduce and maintain tools/practices that strengthen consistency, accountability, and tracking (e.g., checklists, shared trackers, request intake processes).

Stakeholder & Vendor Coordination

• Build effective working relationships with faculty, staff, students, departmental leadership, University offices, building management, and external vendors.
• Coordinate service delivery and follow-through to resolution, ensuring high-quality.

Schedule

The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. You may be required occasionally to work on site more often in a given week due to operational needs. In the event the university/department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended or subject to change at management discretion.

Required Skills and Abilities

1. Demonstrated supervisory experience, including setting priorities, training staff, coordinating coverage, and supporting a cohesive team.

2. Excellent organizational, planning, and follow-through skills with the ability to manage multiple competing priorities.

3. Strong judgment and problem-solving ability, including handling moderately complex issues and knowing when to escalate.

4. Clear, professional communication skills (written and verbal) and a consistent customer service mindset.

5. Advanced computer skills, including proficiency with Microsoft Office and ability to learn new systems quickly.

Preferred skills and abilities

1. Prior experience with facilities operations management and/or space planning.

2. Knowledge of Yale policies and procedures.

3. Experience using Workday and project management tools.

4. Prior experience in a higher education setting and/or supporting academic departments.

Principal Responsibilities

1. Reviews and determines staffing needs, job posting requirements, salary guidelines, and labor agreement interpretations for exempt and non-exempt staff in one or more functional department of the University. 2. Manages the administrative support needs for exempt and nonexempt staff and provides recommendations, improvements, solutions and assistance as needed. 3. Manages and monitors technology needs, conducts inventory, and system requirements for the assigned departments. 4. Develops and prepares budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance reports for the departments. 5. Manages the use of facilities in one or more departments including office space, work stations, equipment, and office supplies. 6. Manages administrative support for activities of one or more departments to ensure timely completion of projects. 7. Manages and coordinates training sessions for assigned departments when new policies or practices are adopted. 8. Ensures compliance with University and federal regulations as they apply to the assigned departments. 9. Identifies, plans, and develops administrative policies for the assigned departments. 10. Assists in reviewing and implements University and departmental policies as they pertain to the administrative functions of the assigned department. 11. Assesses and makes recommendations regarding staff development and staffing levels. 12. Monitors, develops, plans, and executes systematic research on user requirements through such mechanisms as surveys, interviews, focus groups and competitive analysis. 13. Manages a staff of exempt and non-exempt employees. 14. May perform other duties as assigned. Required Education and Experience Bachelor's Degree in related field and three years of related experience or an equivalent combination of education and experience.

Job Posting Date

10/19/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (24)

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.