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Manager for Development and Alumni Relations

STARS Requisition: 81831BR
University Job Title: Supervisor 1
Department Job Title: Manager for Development and Alumni Relations
Grade: 21

Position Focus: 

The Manager for Development and Alumni Relations provides high-level executive support to the Deputy Dean for Alumni, Development, and Special Initiatives, and directs the administration and operations of the Office of Development and Alumni Relations. Serves as Deputy Dean’s primary support to all internal and external constituencies and manages administrative and program activities to support the achievement of Yale School of Management (SOM) Development’s goals. The Manager reports to the Deputy Dean.

Essential Duties: 

  1. Plan, direct, and manage the administrative functions of the office. Serve as Office Manager and design and implement office policies, procedures, and systems to enhance office production and efficiency. Develop and implement tracking systems for workflow including onboarding for new hires. Oversee and coordinate all clerical and facility needs. Manage and monitor technology and office inventory needs.
  2. Manage and maintain the Deputy Dean’s calendar, using accurate, deft, and timely communication; prioritize use of time. Assess the importance and urgency of requests for time and the context for the requests to make appropriate time available. Coordinate and communicate with internal and external entities to ensure required arrangements are optimally executed.
  3. Organize complex travel arrangements. Using research gathered on complicated flight availability determine the feasibility of connecting several events within one trip. Confirm and communicate details thoroughly and effectively to all constituents. Use the University’s electronic systems for expense management, travel booking and placing orders with vendors.
  4. Serve as primary liaison for the Deputy Dean with a wide range of internal and external contacts. Make recommendations regarding priorities to ensure the objectives of the Deputy Dean’s activities are achieved.
  5. Actively manage, plan, write, send, and archive the Deputy Dean’s and Dean’s Office communication. Develop plans for multiple communications to various constituencies to achieve particular objectives. Write and send numerous e-mails in the voice of, and on behalf of, the Deputy Dean.
  6. Conduct internal research and gather relevant background information for projects, meetings, and events. Ensure all meeting materials, presentations, etc., are prepared or assembled in advance, and preparations for all future calendar events are on schedule. Provide high-level support to special events as needed.
  7. Use the University’s electronic systems for expense management, travel booking and placing orders with vendors. Monitor and reconcile expenses and ensure reimbursement of travel (domestic and international) as appropriate. Work closely with Business Office in execution of all financial transactions and prepare all documents in accordance with university policies and procedures.
  8. In coordination with the Operations Team, ensure all constituency interactions are captured in Yale’s database systems. Support the Deputy Dean’s visits and outreach by providing follow up support, including but not limited to, correspondence tracking and processing contributions received during interactions.
  9. Prepare confidential fundraising materials and gift documents. 
  10. In conjunction with SOM staff, ensure events and projects for the Development and Alumni Relations Office are executed in an optimal manner.
  11. Handle confidential material requiring discretion and confidentiality.
  12. Complete other projects as assigned.
  13. Some evenings and weekends required.

Required Education & Experience:

Bachelor’s degree and two years of experience in an administrative and/or supervisory capacity or an equivalent combination of experience and education. 

Required Skills & Abilities: 

  1. Superior oral, proofreading, editing, and written communication skills with proven ability to communicate effectively with a wide range of constituencies, while maintaining a high level of discretion and confidentiality in a complex, fast-paced, and changing environment. Must provide brief writing samples.
  2. Excellent attention to detail and the ability to prioritize, use sound, independent judgment, and work as a team player. Ability to deal with complex issues and sensitive situations that require confidentiality.
  3. Superior interpersonal skills and professional demeanor required to interact effectively with faculty, staff, students, alumni, and dignitaries in a complex, fast-paced, and changing environment. A leader with a positive and can-do attitude that supports the mission of the school.
  4. Excellent computer skills including Microsoft Suite programs and complex Internet search engines. Ability to use Development databases and electronic business systems.
  5. Ability to handle crises as well as a wide range of short- and long-term management issues. Ability to represent the school well in working collegially with peers and colleagues within and outside the university.
  6. Proven commitment to diversity and inclusion, equity, and excellence.

Preferred:

Three years of experience in an executive setting with complex calendaring and travel coordination, experience working within an international environment, and with different time zones. Supervisory experience.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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