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Salary Range
$68,000.00 - $120,500.00
Overview
Reporting to the Director of Finance and Administration for the Office of the Vice Provost for International Affairs (VPIA), the Operations Manager supports both VPIA and the MacMillan Center at an estimated 80% -20% split. This role will provide high level financial management, business information and forecasting needs for the various programs housed within VPIA including the Office of International Affairs (OIA), the Office of International Students and Scholars (OISS) and the Yale Young Global Scholars (YYGS) program, the Yale-China Association and the MacMillan Center.
This position will have considerable latitude for exercising discretion and independent judgement while managing the day-to-day operations, serving as the expert and leader in compliance and policy, and providing support for budgets/forecasts, internal controls, and other financial reporting needs.
The position will work directly with programmatic leaders and staff to provide financial oversight and guidance for business operations including developing and maintaining current year forecasts and annual budgets while ensuring the unit receives high quality administrative support in a manner compliant with University policies and procedures.
Collaborating with other members of the administrative team, they will assess the unit’s operational challenges and opportunities to leverage available resources to help advance the unit’s and University’s mission. Ensure communications to keep all members of the unit up to date with University policy, procedure and guidelines changes. Lead and support initiatives and communications related to internal financial and administrative processes. Oversee administrative staff who support programmatic activities. Review complex agreements with an understanding of university policy to ensure financial and operational protection.
Required Skills and Abilities
1. High level analytical and quantitative skills with strong background in finance. Strong computer/systems skills and high level of knowledge and experience using MS Excel, Workday, and the Yale Budgeting Tool. Strong understanding of accounting and internal/external controls.
2. Proven experience in higher-education administration interacting with faculty, business office staff and other departments. Proven record of excellent attendance.
3. Strong organizational and interpersonal skills with strong communication skills and commitment to customer service. Demonstrated problem-solving skills and ability to listen and make decisions in a timely way. Demonstrated ability to prepare and present report on complex financial information.
4. Demonstrated ability to work independently. Demonstrated ability to prioritize multiple tasks and meet strict deadlines.
5. Demonstrated positive attitude and commitment to working as a member of a team.The ideal candidate should have the ability to understand, communicate, and effectively interact with people across cultures. Being open to learning about different dimensions of diversity and exhibiting positive attitudes towards cultural differences.
Preferred Skills and Abilities
M.B.A. or similar degree focused on finance or accounting preferred; four years of related experience. Knowledge of a foreign language.
Principal Responsibilities
1. Administrative Services Manager: Provides efficient and effective delivery and integration of all 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 and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information, and taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues or 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 and takes action 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 and 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 in order to protect Yale’s assets, resources, information and reputation. Identifies, communicates, and addresses issues/concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, polices, 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 Business Operations 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-term and long-term goals and 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 for the unit to achieve its goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA. Required Education and Experience Bachelor’s degree and minimum three years of related experience including demonstrated leadership, project management and/or supervisory experience; or equivalent combination of education and related experience. Thorough working knowledge of accounting, financial reporting and analysis, preferred: fund accounting. Experience preparing budgets, forecasts and financial plans; experience integrating multiple pieces of financial information to identify themes, trends, and issues. Demonstrated experience in managing relationships and influencing outcomes. Demonstrated creativity and effectiveness in a complex organization.
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