IBO Space & Administrative Manager

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Overview

Reporting to the Associate Director of Staff Administration and IBO Operations, the IBO Space & Administrative Manager oversees operational and administrative functions for the Child Study Center and the departments pf Pediatrics and Psychiatry in the Yale School of Medicine. This role manages space for the three departments, including space planning, utilization tracking, renovations, reconfigurations, and move coordination, while ensuring compliance with institutional policies and procedures. The position serves as a primary liaison between internal stakeholders, facilities teams, architects, and vendors, and is responsible for maintaining accurate space and occupancy data, overseeing Moveable Equipment Inventory (MEI) compliance and tracking, coordinating security access, and supporting business continuity planning. The IBO Space & Administrative Manager also provides coordination on behalf of the departments for renovation and workplace transformation initiatives, develops operational reports to support leadership decision-making, and ensures facilities projects remain on schedule and within budget. Additional responsibilities include coordinating access to space including managing key orders, badges/IDs access, and other office needs as well as supporting strategic space planning efforts and managing special operational projects as assigned.

In addition, this position will serve as the departmental liaison throughout the capital project lifecycle, coordinating communication between faculty, Principal Investigators (PIs), department leadership, and Facilities teams. Responsibilities include submitting and managing space requests, gathering project documentation and grant information, coordinating meetings and site visits, supporting design and construction activities, managing change order requests, facilitating move-in planning and operational transition activities, and ensuring appropriate training, occupancy confirmation, and stakeholder communication throughout all project phases.

This position oversees all space management and tracking systems, ensuring accurate data, compliance with YSM space policies, and regular audits of departmental space usage. It serves as the main liaison between the department, Yale facilities, architects, vendors, and university partners throughout the full lifecycle of space and capital projects—from planning and renovations to completion. The role manages office assignments, workspace optimization, relocations, equipment tracking, and security/access coordination, while also handling space requests, surveys, and utilization reporting. It leads or supports renovation and workplace improvement projects, including logistics, budgeting support, and coordination of furniture and equipment vendors.

In addition, it maintains key operational programs such as moveable equipment inventory, space data systems, and reporting for leadership decision-making, indirect cost recovery, and strategic planning. It also supports business continuity planning, compliance reporting, and administrative tracking (including training requirements).

This is a hybrid role, but the incumbent must be available for on‑campus work as frequently as necessary to perform responsibilities that require physical presence.

Required Skills and Abilities

1. Ability to work independently, exercise sound judgment, and take initiative in a fast-paced environment. Must be a self-starter with the ability to work in sometimes ambiguous or rapidly changing environments. Ability to source information independently. 
2. Demonstrated strong project management and organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders simultaneously. Demonstrated experience managing staff.
3. Strong analytical and problem-solving skills with the ability to interpret data, generate reports, and support operational decision-making. 
4. Experience maintaining accurate records and databases, including space utilization and inventory management systems. Demonstrated attention to detail and commitment to accuracy and compliance. 
5. Excellent written and verbal communication skills with the ability to collaborate effectively across departments and with external vendors. Strong interpersonal skills and the ability to build effective working relationships with faculty, staff, facilities teams, and leadership. 
6. Proficiency with Microsoft Office Suite, Outlook calendaring and email, Zoom or Teams or other virtual meeting platforms.

Preferred Skills and Abilities

1. Demonstrated experience with coordinating facilities, renovation, and space planning projects from initiation through completion.
2. Knowledge of space management, facilities operations, workplace planning, and business continuity practices. 
3.Knowledge of or experience with tracking project expenses and monitoring operational costs. 
4. Experience working with facilities, asset management, or space management systems (e.g., AssetWorks or similar platforms).
5. Knowledge of institutional, academic medical center, research, or healthcare environments. 

Principal Responsibilities

1. Functions as Departmental resource by providing functional guidance regarding staffing, policies and procedures, business processes, and system navigation. 2. Talent Manager and Developer: Utilizes effective practices for attracting, retaining & developing high quality talent. Works with HR partners in selection, performance management, & career development processes as well as to address employee relations issues in line with University guidelines & contractual agreements. Makes recommendations for the movement of administrative talent & the development of staff. Cultivates a diversity of backgrounds & perspectives across the Department. 3. Oversees probationary & annual performance review process for designated staff by soliciting/compiling feedback, & reviewing it with the Administrative Supervisors. 4. Conceptualizes & participates in business process re-design & other quality improvement initiatives for the designated programs; facilitates implementation of approved modifications to ensure optimal use of organizational resources. 5. Ensures that cross-coverage rotations for identified areas are correctly & appropriately implemented. Authorizes & schedules relief staff as required to maintain staffing levels & minimize disruption. 6. Collaborates with the Office of Education & the administrative structure as it relates to Clerkships, Residency, Fellowships, & Graduate programs. 7. Provides coaching to Administrative Supervisors & Assistants across the Department. 8. May serve as the unit’s point of contact to/from service providers (e.g., Facilities, HR, IT/Telecomm, Student Services, Faculty Affairs, Emergency Operations for Business Continuity Plan) to ensure providers are apprised of unit needs & relevant information; troubleshoot & takes action where needed; monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative & operational services to the Director, Finance & Administration. 9. Risk Manager: Ensures necessary processes are in place for compliance across the entire department. Implements & maintains strong internal controls of assigned responsibility to provide reasonable assurance of effective & appropriate resource use, accurate financial information, & adherence to contractual obligations & agreements, policies, procedures & external regulatory requirements. Takes corrective action to protect Yale’s assets, resources, information & reputation. Identifies, communicates & addresses issues/concerns in a timely & appropriate manner. Ensures all faculty & staff are knowledgeable of the regulations, policies, procedures, & Yale requirements as they pertain to their scope of activity. Escalates issues to the Director, Finance & Administration as appropriate. 10. University Citizen: Connects the unit & University through communication, alignment of priorities, implementation of initiatives & active engagement in University administrative priorities. Engages in initiatives generated by the Director, Finance & Administration, Chair & the University. Represents unit needs, challenges, & opportunities at the Director, Finance & Administration and/or Institutional level. Creates opportunities to enhance the image & value of the unit. Shares knowledge & best practices with others. 11. Strategic Resource: Partners with the Director, Finance & Administration to shape the unit’s administrative & operational priorities & support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term & long-term goals & identifies any factors that may impact the unit’s ability to successfully meet its mission & goals. Assesses level of financial & non-financial resources available for the unit to achieve its goals (e.g., funding, space, technology, staff capabilities & capacity). Recognizes & raises potential issues, ideas & solutions to Director, Finance & Administration. Required Education and Experience 1. Bachelor’s Degree in a related field and three years of related work experience or an equivalent combination of education and experience. 2. Experience in senior level academic administration or comparable executive setting.

Job Posting Date

06/30/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (24)

Salary Range

$68,000.00 - $120,500.00

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.