Operations Manager
Apply NowCompany: Yale University
Location: New Haven, CT 06511
Description:
Essential Duties
1. Administrative Services Manager: Provides efficient and effective delivery and integration of all administrative services (academic, financial, research, or clinical). Serves as the unit's point of contact for service providers (e.g., Facilities, HR, IT, Procurement, Student Services, and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information and acting 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 and acts as appropriate. Oversees daily financial monitoring and authorizes transactions per policy. Provides support to the unit's Dean/Director/Chair for financial inquiries. Identifies available financial resources (current/future) and recommends how to deploy efficiently to support unit objectives. Prepares all fund 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 to protect Yale's assets, resources, information, and reputation. Identifies, communicates, and addresses issues/concerns promptly and appropriately. Ensures all faculty and staff know the regulations, policies, procedures, and Yale requirements on 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 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 as assigned. Works with HR partners to participate in selection, performance management, and career development processes and address employee relations issues in line with university guidelines and contractual agreements. Partners with the LA to assess 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 the strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals and identifies any factors that may impact the unit's ability to meet its mission and goals successfully. Assesses the 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 the 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.
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:
This position directly reports to both the Director of the Cushing/Whitney Medical Library (CWML) and the YSM Director of Finances and Operations, and works collaboratively with the Lead Administrator of Yale Library.
With input from the Director and Lead Administrators, assist with the development, maintenance, monitoring, and projection of CWML budget totaling approximately $10.3 million, consisting of endowments, Yale School of Medicine (YSM) funding, Yale New Haven Hospital (YNHH) funding, Yale School of Public Health funding, Yale School of Nursing funding, federal and non-federal grants and contracts, current use funds, and spendable gifts. Under the direction of YSM Business Operations, provides analytical support for YSM negotiations for CWML annual funding from YNHH.
This position is critical to ensuring financial and operational efficiency within the medical library while also contributing to strategic projects and ongoing improvements. Manages the daily operation of the medical library's Administrative Office and supervises the library's Senior Administrative Assistant. Oversees daily financial monitoring and authorizes transactions per policy. Trains CWML staff in Library and University business practices and policies. Serves as the point of contact for internal and external facility and administration service providers (including Facilities personnel, architects, contractors, vendors, etc.) Manages and coordinates building security (which includes a complex security system), facilities issues, building projects, and renovations. Chairs the medical library's Security Committee. Serves as a member of the CWML Leadership Team. This position will be onsite at least 4 days per week.
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:
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).
Required Skill/Ability 1:
Well-developed managerial, 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 4:
Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University. Ability to negotiate skillfully with both internal and external constituents.
Required Skill/Ability 5:
Ability to anticipate changes in the business environment and proactively manage change. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.
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.
1. Administrative Services Manager: Provides efficient and effective delivery and integration of all administrative services (academic, financial, research, or clinical). Serves as the unit's point of contact for service providers (e.g., Facilities, HR, IT, Procurement, Student Services, and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information and acting 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 and acts as appropriate. Oversees daily financial monitoring and authorizes transactions per policy. Provides support to the unit's Dean/Director/Chair for financial inquiries. Identifies available financial resources (current/future) and recommends how to deploy efficiently to support unit objectives. Prepares all fund 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 to protect Yale's assets, resources, information, and reputation. Identifies, communicates, and addresses issues/concerns promptly and appropriately. Ensures all faculty and staff know the regulations, policies, procedures, and Yale requirements on 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 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 as assigned. Works with HR partners to participate in selection, performance management, and career development processes and address employee relations issues in line with university guidelines and contractual agreements. Partners with the LA to assess 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 the strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals and identifies any factors that may impact the unit's ability to meet its mission and goals successfully. Assesses the 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 the 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.
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:
This position directly reports to both the Director of the Cushing/Whitney Medical Library (CWML) and the YSM Director of Finances and Operations, and works collaboratively with the Lead Administrator of Yale Library.
With input from the Director and Lead Administrators, assist with the development, maintenance, monitoring, and projection of CWML budget totaling approximately $10.3 million, consisting of endowments, Yale School of Medicine (YSM) funding, Yale New Haven Hospital (YNHH) funding, Yale School of Public Health funding, Yale School of Nursing funding, federal and non-federal grants and contracts, current use funds, and spendable gifts. Under the direction of YSM Business Operations, provides analytical support for YSM negotiations for CWML annual funding from YNHH.
This position is critical to ensuring financial and operational efficiency within the medical library while also contributing to strategic projects and ongoing improvements. Manages the daily operation of the medical library's Administrative Office and supervises the library's Senior Administrative Assistant. Oversees daily financial monitoring and authorizes transactions per policy. Trains CWML staff in Library and University business practices and policies. Serves as the point of contact for internal and external facility and administration service providers (including Facilities personnel, architects, contractors, vendors, etc.) Manages and coordinates building security (which includes a complex security system), facilities issues, building projects, and renovations. Chairs the medical library's Security Committee. Serves as a member of the CWML Leadership Team. This position will be onsite at least 4 days per week.
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:
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).
Required Skill/Ability 1:
Well-developed managerial, 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 4:
Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University. Ability to negotiate skillfully with both internal and external constituents.
Required Skill/Ability 5:
Ability to anticipate changes in the business environment and proactively manage change. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.
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.