Associate Director Finance Operations

Location
Connecticut, United States
Posted
15 Oct 2018
End of advertisement period
15 Dec 2018
Ref
51912BR
Contract Type
Permanent
Hours
Full Time

Position Focus:

This role will be reporting to the Lead Administrator in the Department of Ophthalmology and Visual Sciences and will be responsible for managing an annual operating budget of approximately $38M (which is composed of clinical budget of $33M and Gifts/Endowments/GA Balances $5.4M, business affairs and controls, oversight of unit facilities (located at 300 George Street, 40 Temple Street as well as three satellite locations in Guilford, Norward and Stratford), grant and sponsored agreements, 34 non-faculty personnel, faculty affairs and support for 29 research and clinical faculty (plus 4 Fellows, 15 Residents and 8 other non-staff researchers), interdepartmental and community relations, special events, acquisitions, mergers, geographic expansion, project management of satellite developments, session arrangements with multiple entities, development of service line across health system working with YNHH, Bridgeport Hospital, Greenwich Hospital L&M, VA and CSHH.  The department has five business plans in development and expects to have 12 sites by the end of FY19. The department also has an agreement with Yale Medicine to receive administrative support (reception, schedulers, call center, etc.) for the clinic and with Internal Medicine to receive research administration support.

Essential Duties

  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 providers are apprised of unit needs and relevant information, acting where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues/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; acts as appropriate. Oversees daily financial monitoring and authorizes transactions per policy. Provides support to 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 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/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 in a timely 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 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 Bus. Ops. 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.

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 2:

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 3:

Ability to negotiate skillfully with both internal and external constituents. Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed.

Required Skill/Ability 4:

Demonstrated proficiency in Excel and ability with database management.

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.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

No

Health Screening

No

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.

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.

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: ocr.boston@ed.gov.