Associate Director, Finance and Administration
The Yale University Library, as one of the world's leading research libraries, collects, organizes, preserves, and provides access to and services for a rich and unique record of human thought and creativity. It fosters intellectual growth and is a highly valued partner in the teaching and research missions of Yale University and scholarly communities worldwide. A distinctive strength is its rich spectrum of resources, including more than 12.5 million volumes and information in all media, ranging from ancient papyri to early printed books to electronic databases. The Library is engaged in numerous digital initiatives designed to provide access to a full array of scholarly information. Housed in the Sterling Memorial Library and twelve school and departmental libraries, it employs a dynamic, diverse, and innovative staff of over 500 who have the opportunity to work with the highest caliber of faculty and students, participate on committees, and are involved in other areas of staff development.
Reporting to the Director, Finance & Administration this position will:
Work closely with the Director of Finance & Administration to manage a highly complex annual operating budget of approximately $150 million (GA, Endowment, Gift, Special Programs and Grant funding), business affairs and controls, grant and sponsored agreements, interdepartmental and community relations.
The Library supports over 500 staff members and over 500 student employees. It also has libraries in 12 different facilities. Meet with Library department heads and budget managers regularly to review budgets, department plans and actual spending.
Analyze Library budget at a high level, ensuring GA targets are met, endowments are used correctly according to donor instructions, and pools are appropriately funded annually.
Work closely with the Director of Collection Development and the Associate Director, Collections Research and Education to ensure collection funds are managed properly in accordance with University policies and procedures.
Take a lead role in the budget, quarterly forecast and year end close processes, recommending process improvements as needed. Respond to Budget Office inquiries.
May directly supervise one M&P staff accountant to assist with meeting the above fiscal responsibilities.
- 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:
Demonstrated ability to provide quality service and maintain high performance standards. Demonstrated experience in managing relationships and influencing outcomes in a complex organization. Flexible, resilient, and creative attitude.
Required Skill/Ability 2:
Thorough working knowledge of finance, fund accounting, financial reporting analysis. Ability preparing budgets, forecasts,financial plans; integrating multiple complex pieces of financial information to identify themes, trends, issues. Significant expertise managing financial information in Workday or complex enterprise financial system. Demonstrated proficiency in Excel.
Required Skill/Ability 3:
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.
Required Skill/Ability 4:
Proven ability to take initiative, work independently and collaboratively, prioritize work, multitask, and meet deadlines.
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. Ability to negotiate skillfully with both internal and external constituents.
Preferred Education, Experience and Skills:
Knowledge of Workday and YBT, or similar financial management and budgeting tools. Knowledge of Voyager. Experience in a highly regulated organization.
Preferred Licenses or Certifications:
CPA or MBA or an advanced degree in business or finance strongly preferred.
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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