Associate Director, Finance & Administration
Apply NowCompany: Yale University
Location: New Haven, CT 06511
Description:
Essential Duties
Principal Responsibilities:1. Administrative Services Manager: Provides efficient and effective delivery and integration of 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, Faculty Affairs), ensuring that providers are apprised of unit needs & relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative & operational services to the LA. 2. Financial Analyst & 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 & quality control. Helps the unit, including faculty, research and analyze funding challenges and opportunities and presents possible options with LA. 3. Risk Manager: Implements/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, & addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures & 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 & value of the unit. Shares knowledge & 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 as assigned. 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- 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 to achieve the unit's goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA. 7. May perform other duties as assigned.
Required Education and Experience
Minimum of a Bachelor's Degree and five years of related work experience including demonstrated leadership, project management and/or supervisory experience; or an equivalent combination of education and experience.
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.
Position Focus:
Join a vibrant and welcoming community of faculty, staff, postdocs, doctoral students, and master's students at the Yale School of the Environment (YSE). Together, we are tackling the world's most urgent environmental issues through rigorous research, practical scholarship, and active public engagement. Reporting to the lead administrator, oversee YSE's business office, manage its diverse responsibilities, and foster strong ties with the YSE community.
Lead a dedicated 20-person business office team, including an M&P assistant director, M&P account managers, C&T financial assistants, and C&T administrative assistants. Ensure robust faculty support from administrative assistants and seamless assistance from financial assistants and account managers for all account owners, including faculty, centers, programs, student clubs, school leadership and school departments. Oversee the administrative onboarding for new faculty and students, ensuring their familiarity with Yale's financial policies and procedures.
Manage the completion of the monthly financial review, working in close coordination with the business office and YSE peers. Monitor financial transactions (P Card purchases and expense reports, purchase requisitions, purchase orders, supplier invoices, PANDA and supplier invoice requests, journal entries and other financial transfers) ensuring their prompt completion and compliance with University and sponsor policies. Approve some transactions directly.
Oversee the business office's functions related to grants and other research funds. This includes reviewing final proposals and new awards, managing the charging of salaries and purchases, certifying effort, and ensuring timely and accurate financial reporting to principal investigators and sponsors. Handle the faculty summer salary and 9/9 processes.
Engage extensively with the School, collaborating with leadership, faculty, department heads, centers and programs to offer support, share best practices, and ensure compliance.
Partner with the lead administrator, the business office and your peers - whose responsibilities encompass budgeting, hires, appointments, facilities, information technology and pre-award activities - to improve internal processes and recommend broader changes. As a self-support school, YSE benefits from the flexibility to adjust our structure and operations.
May perform other duties as assigned.
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.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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).
Required Skill/Ability 5:
Ability to understand and explain the underlying rationale of policies to internal constituents. Ability to adapt communication style to address the needs of individuals at all levels throughout the university.
Principal Responsibilities:1. Administrative Services Manager: Provides efficient and effective delivery and integration of 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, Faculty Affairs), ensuring that providers are apprised of unit needs & relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues/concerns related to administrative & operational services to the LA. 2. Financial Analyst & 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 & quality control. Helps the unit, including faculty, research and analyze funding challenges and opportunities and presents possible options with LA. 3. Risk Manager: Implements/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, & addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures & 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 & value of the unit. Shares knowledge & 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 as assigned. 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- 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 to achieve the unit's goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA. 7. May perform other duties as assigned.
Required Education and Experience
Minimum of a Bachelor's Degree and five years of related work experience including demonstrated leadership, project management and/or supervisory experience; or an equivalent combination of education and experience.
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.
Position Focus:
Join a vibrant and welcoming community of faculty, staff, postdocs, doctoral students, and master's students at the Yale School of the Environment (YSE). Together, we are tackling the world's most urgent environmental issues through rigorous research, practical scholarship, and active public engagement. Reporting to the lead administrator, oversee YSE's business office, manage its diverse responsibilities, and foster strong ties with the YSE community.
Lead a dedicated 20-person business office team, including an M&P assistant director, M&P account managers, C&T financial assistants, and C&T administrative assistants. Ensure robust faculty support from administrative assistants and seamless assistance from financial assistants and account managers for all account owners, including faculty, centers, programs, student clubs, school leadership and school departments. Oversee the administrative onboarding for new faculty and students, ensuring their familiarity with Yale's financial policies and procedures.
Manage the completion of the monthly financial review, working in close coordination with the business office and YSE peers. Monitor financial transactions (P Card purchases and expense reports, purchase requisitions, purchase orders, supplier invoices, PANDA and supplier invoice requests, journal entries and other financial transfers) ensuring their prompt completion and compliance with University and sponsor policies. Approve some transactions directly.
Oversee the business office's functions related to grants and other research funds. This includes reviewing final proposals and new awards, managing the charging of salaries and purchases, certifying effort, and ensuring timely and accurate financial reporting to principal investigators and sponsors. Handle the faculty summer salary and 9/9 processes.
Engage extensively with the School, collaborating with leadership, faculty, department heads, centers and programs to offer support, share best practices, and ensure compliance.
Partner with the lead administrator, the business office and your peers - whose responsibilities encompass budgeting, hires, appointments, facilities, information technology and pre-award activities - to improve internal processes and recommend broader changes. As a self-support school, YSE benefits from the flexibility to adjust our structure and operations.
May perform other duties as assigned.
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.
EEO Statement:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale's Policy Against Discrimination and Harassment, 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).
Required Skill/Ability 5:
Ability to understand and explain the underlying rationale of policies to internal constituents. Ability to adapt communication style to address the needs of individuals at all levels throughout the university.