University Job Title

Lead Administrator 2

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

Senior Manager; Senior Program Leader (M6)

Work Location

Central Campus

Worksite Address

409 Prospect Street
New Haven, CT 06511

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration, Business Operations

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Dean of the Divinity School, the Lead Administrator is a key member of the Dean’s senior leadership team. With a broad range of financial and administrative duties, the Lead Administrator is a strategic administrative partner to Divinity School leadership, the chief financial steward for the School, and the leader of administrative support services for the School. The Lead Administrator identifies, mobilizes, and optimizes financial and other resources to help advance the mission of the Divinity School, and ensures that the faculty, students and staff receive high quality administrative support in a manner compliant with University policies and procedures. The Lead Administrator serves as the principal administrative and fiscal officer leading central operations of the School, as well as for the other partners– Berkeley Divinity School, Andover Newton Seminary and two Centers (Jonathan Edwards Center, Yale Center for Faith & Culture) including operational and organizational issues, policies and procedures, finance, human resources including labor relations, endowment management, space planning, IT, and renovations and facilities, including 84 apartments.

The Lead Administrator manages the annual budget and a mix of restricted and unrestricted funds (endowment, gift, grant funds). The position has direct oversight of all School financial and administrative business affairs and controls, oversight of unit facilities, grant and sponsored agreements, non-faculty personnel, faculty appointment processing, interdepartmental and external community relations, special events. Responsible for Berkeley Divinity School’s annual audit, preparation of financial statements and IRS Form 990. Meets quarterly with Berkeley Board of Trustees and key University personnel, providing financial and administrative oversight and guidance to partner in the advancement of the mission of the seminary within the Episcopal Church. The Lead Administrator is responsible for developing and managing the long-range plan and ensures that the school maximizes the use of available resources to achieve key strategic goals. Plays a key role in the development of Green (Regenerative) Village initiative, develops and maintains a plan for YDS to meet full financial need by 2022. Partners with YDS Dean to conceptualize and develop plans, financial and otherwise, to achieve various strategic initiatives of the school.

Essential Duties

1. 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.
2. 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.
3. 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.
4. 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.
5. 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.
6. 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.
7. 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:

Demonstrated supervisory and leadership skills.

Required Skill/Ability 2:

Visionary with ability to influence, lead innovation, strong work ethic,to keep pace with the School’s growing and changing needs.

Required Skill/Ability 3:

Ability to negotiate skillfully with both internal and external constituents. Ability to anticipate changes in the business environment and proactively manage change. Demonstrated ability to manage time and resources effectively, measure and monitor progress, redirect efforts as needed.

Required Skill/Ability 4:

Demonstrated proficiency with Microsoft Office, especially Excel & Outlook, and its functional capabilities.

Required Skill/Ability 5:

Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University.

Preferred Education, Experience and Skills:

MBA or CPA Preferred.

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.

Note

Yale University is a tobacco-free campus