Lead Administrator, Institute of Sacred Music
The Yale Institute of Sacred Music, an interdisciplinary graduate center, educates leaders who foster, explore, and study engagement with the sacred through music, worship, and the arts in Christian communities, diverse religious traditions, and public life.
Reporting to the Director of the Institute of Sacred Music (ISM) and business operations Senior Director, the Lead Administrator is a strategic administrative partner to the ISM leadership, the chief financial steward and leader of administrative support services for the department. Identify, mobilize, and ensure that the department's faculty, students, fellows, and staff receive high quality administrative support in compliance with University policies and procedures. Direct, plan, and manage the comprehensive administrative support for all aspects of the Institute’s programs, including finance and budgeting, program operations, information systems, human resources, training and development for 17 non-faculty staff, facilities management, and student financial-aid. Manage annual operating budget of approximately $12 million; business operations and controls, grants and sponsored agreements, and administrative support for full and part-time faculty, research fellows, and post-doctoral associates. Participate in interdepartmental and community relations.
The ISM occupies 13,000 square feet of newly renovated space on 0.8 acres of land in Miller Hall, and 6,000 square feet in Sterling Divinity Quadrangle. The ISM is also responsible for sixteen pipe organs on campus, ten pianos and four harpsichords. In addition to core academic programs and support of campus chapels, the Institute sponsors one major international tour per year, and approximately 150 musical performances and other events. The Institute manages nine vocal ensembles and five publications.
- Strategic Partner: Achievement of the organization’s mission and goals by working in close partnership with the organization leader, faculty, staff, students and service providers to develop and implement the organization’s strategy. Understands and monitors external and internal factors influencing the organization’s mission and goals. Plans for financial and non-financial resources required for the organization to achieve its goals. Supports organization and program leaders in conceptualizing, prioritizing, and planning new programs or program changes. Supports, and when necessary drives, the organization’s process for strategic planning with key faculty and staff.
- University Citizen: Connects the organization and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in organization or University administrative priorities. Effectively represents organization needs, challenges, and opportunities at the University level. Proactively shares knowledge and best practices with others.
- Financial Analyst and Advisor: Provides comprehensive financial information, analysis and advice to optimize use of the organization’s financial resources. Creates and updates long range financial plan(s), reflecting all critical issues. Identifies available financial resources (current and future), and advises and deploys efficiently to best support organization objectives. Prepares all-funds budgets, analyzes financial activities and performance against budget, makes adjustments and take action as needed.
- Risk Management Administrator: Implements and maintains strong internal controls to provide reasonable assurance of effective and appropriate resource use, accurate financial information, adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Identifies, communicates, addresses and escalates risks in a timely and appropriate manner to protect the assets, resources, information and reputation of the organization and the University. Ensures all faculty and staff understand the regulations and Yale requirements as they pertain to their scope of activity.
- Talent Manager and Developer: Ensures the organization employs effective practices for retaining, attracting and developing talent in line with University guidelines and contractual agreements. Ensures that all organization staff participate in the University’s performance management and career development processes. Ensures the needs of the organization’s current and future talent are assessed periodically and that issues are addressed, facilitating the movement of talent where appropriate and developing Business Operations staff. Cultivates a diversity of backgrounds and perspectives in the organization. Assures that the organization follows appropriate School and University policies and procedures related to Human Resources.
- Administrative Services Leader: Ensures efficient and effective completion of all administrative and financial services provided to the organization. Ensures high quality delivery of administrative services by providers outside the organization, including human resources, information technology, procurement, student services, post-doctoral affairs and faculty affairs. Establishes, monitors, and meets or exceeds targets for operational excellence. Identifies and implements opportunities to achieve continuous improvement of processes. Responsible for building and managing a team of high-performance administrative and financial professionals.
- May perform other duties as assigned.
Required Education and Experience
Minimum of a bachelor's degree and seven years progressively responsible experience; or equivalent combination of education and experience. Demonstrated fiscal responsibility and comprehensive knowledge of accounting, financial reporting and analysis. Demonstrated experience with complex strategic planning and resource allocation. Demonstrated experience in managing relationships and influencing outcomes Demonstrated creativity and effectiveness in a complex organization. Demonstrated success in developing people and organizations.
Required Skill/Ability 1:
Thorough working knowledge of finance, fund accounting, and financial reporting analysis. Demonstrated ability preparing budgets, forecasts, and financial plans; integrating multiple complex pieces of financial information to identify themes, trends, and issues. Expertise in a highly regulated organization.
Required Skill/Ability 2:
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 3:
High-level strategic planning skills. Visionary with ability to influence. Ability to generate a strategic vision and to influence people to achieve this vision. Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University.
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:
Strong computer skills including Excel. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.
Preferred Education, Experience and Skills:
MBA or advanced degree. Knowledge of Yale’s administrative policies and procedures. Work experience or training in multiple aspects of the ISM’s mission.
Weekend Hours Required?
Evening Hours Required?
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: firstname.lastname@example.org.