Yale University Operations Manager 1 in New Haven, Connecticut
Reporting to the Senior Operations Manager in Central Administration for the department of Internal Medicine, the Operations Manager is a strategic administrative partner to Section leadership, the chief financial steward and leader of administrative support services for the department. Identify, mobilize and ensure the department’s faculty, staff and students receive high quality administrative support in a manner compliant with University and Department policies and procedures. Direct, plan and manage the comprehensive business affairs of the department, including the Sections of Rheumatology and Allergy, management and analysis of Section’s budgets, program development, information systems, human resources, staff training and development, facilities management, and regulatory compliance.
Manage annual operating budget of approximately 10 million dollars, including 4.9 million dollars in grant and contract expenses; business operations and controls, grant and sponsored agreements, approximately 4 million dollars in shared service arrangements with YNHH and other clinical practices and responsibility for managing two sections for the Department.
- Administrative Services Manager: Provides efficient and effective delivery and integration of all administrative services (academic, financial, research and/or clinical) for which (s)he is accountable. Serves as the unit's point of contact to/from service providers (e.g. Facilities, HR, IT, Procurement, Student Services and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues or concerns related to administrative and operational services to the LA. 2. Financial Analyst and Manager: Partners with the LA to build financial plans for the unit. Provides comprehensive financial information, analysis and reporting to monitor and evaluate the application of the unit’s financial resources, e.g. performance against budget. Recommends adjustments; takes action as appropriate. Oversees daily financial monitoring; authorizes transactions per policy. Provides support to unit's Dean/Director/Chair for financial inquiries. Identifies available financial resources (current/future); recommends how to deploy efficiently to support unit objectives. Prepares all funds budgets, including gathering historical information, providing analysis and quality control. Helps the unit, including faculty, research and analyze funding challenges and opportunities and presents possible options with LA. 3. Risk Manager: Implements and maintains strong internal controls in areas of assigned responsibility to provide reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Takes corrective action in order to protect Yale’s assets, resources, information and reputation. Identifies, communicates, and addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures and Yale requirements as they pertain to their scope of activity. Escalates issues to the LA as appropriate. 4. University Citizen: Connects the unit and University through communication, alignment of priorities, implementation of initiatives, and active engagement in University administrative priorities. Engages in initiatives generated by the LA and the University. Represents unit needs, challenges, and opportunities at the LA and/or University level. Creates opportunities to enhance the image and value of the unit. Shares knowledge and best practices with others. 5. Talent Manager and Developer: Utilizes effective practices for attracting, retaining, and developing high quality Business Office talent and other unit non-faculty personnel. Works with HR partners to participate in selection, performance management and career development processes, as well as to address employee relations issues in line with University guidelines and contractual agreements. Partners with the LA in the assessment of current unit non-faculty personnel and future talent needs. Makes recommendations for the movement of administrative talent and the development of Business Operations staff. Cultivates a diversity of backgrounds and perspectives in the unit. 6. Strategic Resource: Partners with the LA (and, when appropriate, with the Dean/Director/Chair) to shape the unit's administrative and operational priorities and support strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals; identifies any factors that may impact the unit’s ability to successfully meet its mission and goals. Assesses level of financial and non-financial resources available for the unit to achieve its goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA.
Required Education and Experience
Bachelor’s degree and minimum three years of related experience including demonstrated leadership, project management and/or supervisory experience; or equivalent combination of education and related experience. Thorough working knowledge of accounting, financial reporting and analysis, preferred: fund accounting. Experience preparing budgets, forecasts and financial plans; experience integrating multiple pieces of financial information to identify themes, trends, and issues. Demonstrated experience in managing relationships and influencing outcomes. Demonstrated creativity and effectiveness in a complex organization.
Required Skill/Ability 1:
Well-developed managerial, financial, decision-making, planning, organizational, problem-resolution and leadership skills. Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.
Required Skill/Ability 2:
Excellent oral and written communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University.
Required Skill/Ability 3:
Visionary with ability to influence. Ability to generate a strategic vision and to influence people to achieve this vision. High level strategic planning skills.
Required Skill/Ability 4:
Ability to negotiate skillfully with both internal and external constituents. Ability to anticipate changes in the business environment and proactively manage change.
Required Skill/Ability 5:
Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment. Strong computer skills including Excel required.
Preferred Education, Experience and Skills:
Bachelor's degree and four years of experience in an administrative/supervisory capacity; or an equivalent combination of education and experience. Yale financial experience; knowledge of University organization and financial and administrative policies. Experience with Oracle applications, BRIO and reporting tools; experience in multi-cultural environments.
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
Original Posting Date: 30-Apr-2018
Supervisory Organization: Internal Medicine - Administration
Posting Position Title: Operations Manager 1
Bargaining Unit: None - Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Compensation Grade Profile: Supervisor; Senior Associate (M5)
Work Location: Medical School Campus
Worksite Address: 127-153 College Street New Haven, CT 06510
Work Week: Standard (M-F equal number of hours per day)
Total # of hours to be worked: 37.5
Weekend Hours Required?: Occasional
Evening Hours Required?: Occasional
Drug Screen: No
Health Screening: No
Note: Yale University is a tobacco-free campus