Center Manager

Position Focus :

Reporting to the Senior Director of the MacMillan Center for International and Area Studies, the Center Manager will ensure the smooth operations of the Director’s Office of the MacMillan Center.

The MacMillan Center is a vibrant international community that is responsible for connecting with all international teaching and research on campus.

Composed of seven regional councils and over 20 global programs, the Center hosts 500 events per year, including frequent visits from foreign dignitaries.

The Center Manager will be at the heart of these activities and responsible for ensuring that the Center’s leadership is coordinated and operates smoothly.

As a member of the Director’s team, the Center Manager is responsible for community activities within the Center, including leading center-wide programming, organizing staff meetings and activities, and leading efforts to enhance belonging and sustainability in the Center.

This position requires polished professionalism and the ability to work with a broad array of stakeholders, as the Center Manager will be a trusted member of the Center’s leadership team.

Oversees the timely and successful execution of Center-wide events and programming, including large-scale receptions, VIP events, and commencement activities.

Drafts and edits high-profile correspondence on behalf of the Center’s Director and leadership team. Manages visits from high-profile guests on behalf of the Office of the Director, including documentation, communications, arranging domestic and international travel and accommodations, developing schedules and itineraries, and ensuring timely communications within Yale to all appropriate stakeholders.

Works with the Center’s Office of Visiting Scholars, Exchanges, and Fellowships to ensure smooth execution of search processes for new faculty hires, including organizing the various steps of the search process, seamless visits to campus, and communications with candidates throughout the selection process.

With the Office of Visiting Scholars, Exchanges, and Fellowships, coordinates the timely completion of all functions related to faculty administration including completing and submitting paperwork to Yale administrative offices, and managing annual salary updates.

Oversees programming and logistics for incoming visiting scholars and faculty hires. With the Office of Visiting Scholars, Exchanges, and Fellowships and others to develop and execute annual orientation programming as well as activities throughout the year to ensure that visitors are welcomed and supported.

Oversees scheduling and travel management for the Center’s leadership team. Collaborates with the Center’s leadership to ensure that the Director’s time is well-managed, and trips taken on behalf of the Center are meaningful and productive.

Shapes and leads staff activities related to sustainability, wellness, and belonging. This is a combination of supporting staff volunteers who are interested in these themes, identifying and elevating best practices in spaces occupied by MacMillan, and acting as a resource to all members of the MacMillan community.

Oversees at least one employee in managing the calendars of the Center’s leadership team and making travel arrangements.

Orchestrates community-building activities such as staff meetings and outings and retreats for staff and other members of the MacMillan community.

Manages building spaces on behalf of the Office of the Director, including oversight of scheduling of classrooms and shared spaces and communicating with faculty and MacMillan community members about policies and protocols.

With the Director of Outreach and Engagement, manages the planning, execution, and distribution of Prizes and Awards for faculty and students.

Performs other related duties as assigned by the Director and the MacMillan Center leadership.

Essential Duties

1. Supervises the administrative functions of the office with responsibility for the training and development for a minimum of two full time staff members.

2. Ensures communication with various projects and initiatives in a timely and efficient manner. Researches information on a wide variety of topics and events requiring contact with university officials, faculty, etc.

Prepares and contributes to the preparation of reports, briefings, presentations and responses on strategic initiatives as appropriate.

3. Analyzes and manages sensitive issues for the office, exhibiting a high degree of discretion and confidentiality. 4. Reads through various contracts / agreements, summarizes key terms, and tracks compliance with those terms.

5. Determines office priorities and secures temporary help as necessary. Designs and implements policies, procedures and systems to enhance office production and efficiency.

6. Oversees the preparation of correspondence, reports, nominations, recommendations, and other materials. 7. Conducts budgetary and cost analyses on office activities.

Supervises financial activities and develops systems for tracking expenditures. Reviews and reconciles administrative budget and prepares and monitors financial data.

8. Manages calendars and prioritizes activities. Ensures calendar flexibility. 9. Ensures meeting materials, presentations, speeches, etc.

are prepared in advance and that preparations for all future calendar events are on schedule. 10. Oversees the coordination of events and special projects for the office.

11. May perform other duties as assigned.

Required Education and Experience

Bachelor’s Degree in a related field and a minimum of three years of related work experience or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Excellent organizational and communication skills including drafting communications on behalf of Center leadership. This will require a keen eye for accuracy, attention to detail, and exceptional proofreading skills as well as diligence about executing tasks within reasonable time frames and keeping track of multiple priorities.

Required Skill / Ability 2 :

The ideal candidate will have proven skills with effective multitasking and time management, including planning, organizing, and managing a large volume of work and diverse administrative tasks in a complex, fast-paced environment.

A strong service orientation will be key to the success of the manager and their delegates.

Required Skill / Ability 3 :

The ability to work independently and under pressure with mature judgment when handling sensitive issues. This includes prioritizing tasks, anticipating problems, and proactively solve challenges.

This position requires sensitivity to the need to effectively maintain confidentiality of information and materials.

Required Skill / Ability 4 :

Strong appetite for and demonstrated experience with event planning at various scales are key to this role.

Required Skill / Ability 5 :

Demonstrated positive attitude and commitment to working as a member of a center-wide team. The ideal candidate should have the ability to understand, communicate, and effectively interact with people across cultures.

Being open to learning about different dimensions of diversity and exhibiting positive attitudes towards cultural differences.

Preferred Education, Experience and Skills :

Bachelor’s degree in business administration or a related field and a minimum of five years of related experience including two years of demonstrated leadership, project or process management and / or supervisory experience;

or an equivalent combination of education and experience. Demonstrated interest in international relations preferred.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here :

Posting Disclaimer

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 particular position.

Employees will be assigned specific job-related duties through their hiring departments.