Associate Director, Administration
Reporting to the Vice Chair of Finance & Administration (VC F&A) for the Department of Surgery, the Associate Director, Administration will serve as a key leader within the department, with responsibility for management of the department Division Administrators and overseeing the development of business plans, drafting new clinical contracts, compliance issues and the daily operations of the department. Supports the Vice Chair in the logistical aspects of his role and overseeing the execution and implementation of department-wide initiatives at the direction of the VC F&A. The role will serve as the point person on these initiatives. This will involve coordination of efforts and execution with the Surgery business office, the Dean’s office, senior department leadership, other YSM representatives and Yale New Haven Hospital representatives. Serve as a confidential resource and liaison for the VC F&A regarding developing issues and concerns. Deputy Lead Administrator will represent the Department in absence of/on behalf of the VC F&A. Will help lead efforts to analyze data related to departmental growth and strategic planning and program development. This position will manage many defined areas of work to ensure that goals are met.
Responsibilities will include but are not limited to:
- Develop staffing capacity models and manage workload distribution to ensure the Operations Managers have adequate staffing.
- Ensure standardization to support their financial and administrative support needs across all sections, ensuring appropriate use of university reporting and when necessary, develop standardized supplemental reports.
- Serve as part of the Departmental leadership team and attend and contribute to departmental leadership meetings, with Lead Administrator and Associate Director, Finance, including YNHH quarterly meetings and Dean’s financial meetings as needed to represent the needs of the Department.
- Manage work and lead change management initiatives with Lead Administrator and Operations Manager across sections.
- Ensure adherence to all deadlines and completion of activities related to finance, human resources, space and facilities; and serve as manager of departmental space initiatives, working closely with the Space Analyst for Internal Medicine.
- Oversee the Facilities Management and Optimization function for the Department. Serve as the lead on space renovations and reconfiguration projects. Ensure adherence to all space policies and in collaboration with the Space Analyst for Internal Medicine, work to identify new space to address growth of faculty and staff.
- Develop resource allocation metrics and cross coverage plans.
- Develop and implement training program for incoming Operations Managers to ensure consistent training.
- Serve as a first point of escalation for emerging issues and an expert resource regarding all policies and procedures.
- Ensure coverage during vacancies.
- Strategic Partner: Achievement of the unit’s mission and goals by working in close partnership with the unit leader, faculty, staff, students and service providers to develop and implement the unit’s strategy. Understands and monitors external and internal factors influencing the unit’s mission and goals. Plans for financial and non-financial resources required for the unit to achieve its goals. Supports unit and program leaders in conceptualizing, prioritizing, and planning new programs or program changes. Supports, and when necessary drives, the unit’s process for strategic planning with key faculty and staff.
- University Citizen: Connect the unit and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in unit or University administrative priorities. Effectively represents unit needs, challenges, and opportunities at the University level. Proactively shares knowledge and best practices with others.
- Financial Analyst: Must be adept at financial analysis and strategic planning regarding the operations planning. Analyze and understand business plans for possible expanding opportunities including acquisitions and service lines initiatives.
- Risk Management Administrator: Implement and maintain strong internal controls to provide reasonable assurance of effective and appropriate resource use, adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Identify, communicate, address and escalate risks in a timely and appropriate manner to protect the assets, resources, information and reputation of the department and the University. Ensure all faculty and staff understand the regulations and Yale requirements as they pertain to their scope of activity.
- Talent Manager and Developer: Ensure the Unit employs effective practices for retaining, attracting and developing talent in line with University guidelines and contractual agreements. Ensure that all department staff participate in the University’s performance management and career development processes. Ensure the needs of the department’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. Cultivate a diversity of backgrounds and perspectives in the department. Assure that the department follows appropriate School and University policies and procedures related to Human Resources.
- Administrative Services Leader: Ensure efficient and effective completion of all administrative and financial services provided to the department. Ensure high quality delivery of administrative services by providers outside the department, including human resources, information technology, procurement, student services, post-doctoral affairs and faculty affairs. Establish, monitor, and meet or exceed targets for operational excellence. Identify and implement opportunities to achieve continuous improvement of processes. Responsible for building and managing a team of high-performance administrative and financial professionals.
#Required Education and Experience:
- Bachelor's degree & 8 years progressively responsible experience 4 of which are in a leadership role; or an equivalent combination of education and experience.
- Demonstrated experience with complex strategic planning and resource allocation.
- Demonstrated experience in managing relationships and influencing outcomes.
Required Skill/Ability 1:
Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills with the demonstrated ability to influence and manage people on a day-to-day basis.
Required Skill/Ability 2:
Excellent written and oral communication skills with the ability to adapt communication styles and negotiate skillfully to address the needs of both internal and external constituents and individuals at all levels throughout the University.
Required Skill/Ability 3:
High-level strategic planning skills with the ability to generate a strategic vision to influence people to achieve this vision and anticipate changes in the business environment and proactively manage changes.
Required Skill/Ability 4:
Solid understanding of the implementation of internal control systems in a complex business environment.
Required Skill/Ability 5:
Proficient in Microsoft office including a strong understanding of Excel.
Preferred Education, Experience and Skills:
Master's Degree preferred.
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.
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