Associate Director, YSM Faculty Affairs

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Overview

This position reports to the Director of Faculty Lifecycle Services and provides direction to the faculty affairs staff within the YSM Office of Academic & Professional Development (OAPD) and YSM academic departments. Working in coordination with the Associate Director of YSM Academic Appointee Administration Operations, Director of Faculty Lifecycle Services, Associate Dean for Faculty Affairs, and Deputy Dean for Academic Affairs, this role provides strategic guidance and training for the appointment, reappointment, promotion and tenure processes.

The position advises faculty, departmental administrators, and academic leaders on complex faculty lifecycle matters, including recruitment, onboarding, track changes, leaves, effort reductions, non‑reappointment, departures, and retirement. In partnership with the Director of Faculty Lifecycle Services, the role helps improve the efficiency, quality, and transparency of faculty affairs processes across YSM.

The Office of Faculty Affairs (OFA) within OAPD supports YSM department chairs, center directors, faculty, and faculty affairs support staff throughout the faculty employment lifecycle. In collaboration with Yale University’s Office of Human Resources, the Provost Office, General Counsel, this position coordinates processes related to faculty recruitment, appointment, reappointment, promotion, and tenure review processes across ladder, instructional, clinical, research, adjunct, voluntary, and other academic ranks. Working with the Faculty of Arts and Sciences (FAS) and the TACBS committee, the position also supports tenure review for YSM basic science and bridge departments. Additional responsibilities include oversight of senior slot requests, academic leaves, and faculty relations matters including notice of non-reappointment and terminations.

Principal Responsibilities:

Manage a team of exempt and non-exempt staff who support the faculty appointment, reappointment, and promotion processes as well as other components of faculty lifecycle, including requests to change tracks, change effort, serve as principal investigator, work remotely, take academic and other leaves, and obtain other appointments (e.g., fully joint, Emeritus, endowed professorships).

Faculty Recruitment: Provides direction and guidance to department and OFA staff insuring adherences to school, University, and federal policies throughout the day-to-day management of the various recruitment activities at the school.  Works with the YSM Dean’s office, the Provost’s Office, the Director of the Office for Institutional Equity and Access, YSM Deputy Deans, Chairs, Lead Administrators, and faculty affairs coordinators to ensure that all involved, including search committee members, are fully aware of recruitment, retention and diversity initiatives. Oversees the updating of faculty offer letter templates.  Reviews all draft offer letters and contracts for compliance and final offer letters prior to Dean’s office signatures.

Faculty Relations: Serves as point of contact and advisor to all faculty, providing advice & counsel in accordance with University regulations, policies and procedures, federal regulations and contractual agreements. Conducts research, evaluates and interprets School and University policies and assists faculty & staff in resolving complex issues. Facilitates faculty employee relations issues and works with general counsel as needed. 

Faculty Onboarding: Provides direction and guidance to department faculty affairs coordinators ensuring the management of faculty onboarding is effective and efficient. This includes the development and coordination of new faculty orientation.

Training: Develop and maintain a comprehensive onboarding program for faculty affairs coordinators, including structured learning modules, documentation and supplemental training materials; Lead ongoing training initiatives to ensure continued competency, consistency and process improvement.

Faculty Appointments and Promotions (A&P): Oversees the appointment and promotions process for the School, including oversight responsibility for communications between candidates, Department Chairs, and Dean. Serves as School/department expert regarding entire A&P process and ensures compliance with all rules and regulations. Counsels faculty on timing and other requirements of reappointment/promotion process. Advises Dean and Department Chairs on matters related to faculty appointments and promotions. Responsible for oversight of the OFA staff regarding communications and organizing Term A&P, Senior A&P, TACBS, and BPO for faculty appointment and promotions. 

Academic Leaves: Provides direction and guidance on the management of faculty academic leaves. Communicates processes, policies, eligibility list with Dean, Office of Finance and Administration, Department Chairs and faculty as needed.

Personnel Record/File Management: Oversees the creation, maintenance, and retention of all YSM faculty personnel files and records in compliance with applicable record‑retention regulations. Collaborates with OFA staff to process and maintain faculty data across multiple systems, including SharePoint, Workday, Qualtrics, and Academic Jobs Online (faculty positions only).

Faculty Reporting: In conjunction with the Associate Director for YSM Academic Appointee Administration Operations, provides oversight to the maintenance of faculty statistics and all faculty reporting. 

Visiting Research Faculty:  Oversees the approval process for visiting research faculty. This includes interfacing with General Counsel and OISS regarding eligibility and duration of position.

University Service and Engagement: Serves in various capacities on university-wide and YSM committees. Leads and/or participates in special projects aligned with strategic goals of the school.

Required Skills and Abilities

1. Strong written and oral communication skills; proven ability to articulate ideas in verbal and written communications. Excellent interpersonal skills and demonstrated ability working with faculty, staff and administrators at all levels.

2. Flexibility, good judgment, and ability to maintain confidential information.  Ability to handle challenging and complex situations and create thoughtful, informed and institutionally aligned responses.

3. Self-starter with strong work ethic, ability to work on deadlines. Ability to work both collaboratively and independently in an organized and productive manner.

4. Strong organizational, analytical and problem-solving skills.

5. Demonstrated ability to manage and develop staff, including coaching, performance management, workload planning and supporting professional development.

Preferred Skills and Abilities

1. Proven experience in an academic environment, and the faculty lifecycle.

2. Proven experience in a medical academic environment is a plus.

3. Knowledge of state and federal employment regulations.

Principal Responsibilities

Required Education and Experience

Bachelor’s Degree in related field and seven years of experience or an equivalent combination of education and related experience.

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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.