Finance & Administrative, Manager

New Haven, New Haven County
Mar 10, 2014
Jobs Outside Higher Education
Businesses & Consultants
STARS Requisition number 23947BR

Department Sch of Drama

University Job Title Operations Manager 1

Posting Position Title Finance & Administrative, Manager

Bargaining Unit None

Job Category Managerial & Professional

Type of Employment Full Time

Duration Type Regular

Salary Grade M5

Work Location Central Campus

Worksite Address 149 York Street

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

Total # of hours to be worked: 37.5

Position Focus: Reporting to the Yale School of Drama/Yale Repertory Theatre (YSD/YRT) Director of Finance and Human Resources, Operations Manager manages all day-to-day functions, and supervises staff, of business office. Participates in development of YSD/YRT budget; oversees all aspects of financial training, and documentation; develops policies and procedures; manages all aspects of Drama Productions, Inc. payroll; maintains chart of accounts; prepares grant related budgets and financial documents; oversees reconciliation of receivable/liability accounts; serves as Petty Cash Custodian and Notary Public.

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.

Required Skill/Ability 1: Strong leadership, supervisory, problem solving, team-building, and customer service skills. Highly motivated solution oriented individual; strong self-starter with a deep knowledge and sense of self. Strong verbal and written communication skills, with demonstrated ability to manage up.

Required Skill/Ability 2: Strong and demonstrated ability to lead and work calmly, effectively and flexibly in a pressured office environment with a large number of staff, students, interns and other professionals representing a wide diversity of personalities.

Required Skill/Ability 3: Demonstrated ability to work in a large and complex professional theater. Strongly demonstrated ability to explain and train complex issues/problem in simple lay terms, and to give instructions to individuals with widely diverse skill sets and abilities.

Required Skill/Ability 4: Ability to work on and prioritize a wide variety of complicated tasks simultaneously. Strongly demonstrated ability to handle complex numbers, accuracy, and ability to pay attention to detail.

Required Skill/Ability 5: Excellent knowledge of Excel, Access, Word and Windows.

Preferred Education, Experience and Skills: Experience working in administrative and/or financial aspects of higher education. Knowledge of Tessitura, Oracle, Workday and Outlook.

Weekend Hours Required? Occasional

Evening Hours Required? Occasional

Drug Screen No

Health Screening No

Background Check Requirements All external candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle and credit checks based on the position description and job requirements. Internal candidates may be subject to a motor vehicle or credit check for this position based on the position description and job requirements. All offers are contingent on successful completion of the required background check. Please visit 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.

Yale University is an affirmative action/equal opportunity employer. Yale values diversity in its faculty, staff, and students and strongly encourages applications from women and members of underrepresented minority groups.