Business Operations Support and Training Manager

03-Jan-2024

YSM - BOOST

85877BR

University Job Title

Operations Manager 1

Bargaining Unit

None - Not included in the union (Yale Union Group)

Compensation Grade

Administration & Operations

Compensation Grade Profile

Supervisor; Senior Associate (M5)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Business Operations

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Medical School Campus

Worksite Address

221 Whitney Ave
New Haven, CT 06511

Position Focus:

Under the direction of the Yale School of Medicine (YSM) Operations and Finance Manager of BOOST (Business Office Operational Support Team), this position has two key areas of focus. The first being delivery, maintenance, and ongoing development of a YSM training program designed specifically for financially orientated YSM business office staff. This program provides training in core job areas, such as: Workday Financials, YBT, IRES, Yale policy & procedures, sponsor (federal & non-federal), policy interpretation/application, sponsored award administration (both pre & post award) and best practices.

This position may also provide limited coverage for vacancies within the Finance Manager role at YSM and may be responsible functions within the below listed services; Financial Management & Reporting, Accounting, Grant Management, Clinical Trial management, Compliance, University Service Provider (USP) rate setting, day-to-day business office functions and other services as needed, including ad hoc financial and staffing analysis.

While on assignment, individual will partner with departmental leadership, to assess needs and implement solutions in the above  services and advise on best practices regarding the overall financial management and business processes, with the goal of providing staff the tools to be both effective and efficient.

A successful candidate will have demonstrated business office experience, be entrepreneurial and possess both a breadth and depth of knowledge across a broad range of topics including but not limited to: finance, policy and procedures (both Yale and external sponsor), pre & post award grant administration, financial systems (Workday, IRES, YBT, etc.) and staff mentorship/training. May perform other duties, activities, or projects as assigned.

Essential Duties

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, 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; takes action as appropriate. Oversees daily financial monitoring; authorizes transactions per policy. Provides support to unit's Dean/Director/Chair for financial inquiries. Identifies available financial resources (current/future); 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, policies, 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. 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; 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:

Ability to assist departments in needed areas during periods of unusually high workloads, staff absences, special projects and/or training for new administrators. Assist with accounting for grants in centralized YSM units, as needed.

Required Skill/Ability 2:

Excellent communication skills, both verbal and written. Attention to detail. Ability to adapt communication style to address the needs of individuals at all levels throughout the University. Demonstrated comfort in a fast-changing environment with the ability to adapt quickly with a high level of flexibility and organization. Ability to multi-task.

Required Skill/Ability 3:

Comprehensive knowledge of accounting and financial systems. Demonstrated ability with Financial and Human Capital Management systems. Knowledge of federal regulations and reporting requirements including: OMB Circular 2 CFR Part 200 (Uniform Guidance), NIH Grants Policy Statement, Academic policies and procedures.

Required Skill/Ability 4:

Demonstrated knowledge of Academic structure and Grant/Financial systems including Workday, YBT, IRES, Power Business Intelligence (BI) or similar systems.

Required Skill/Ability 5:

Strong proficiency in Microsoft Excel, PowerPoint, and Teams/Zoom. Strong aptitude with systems. Ability to assist departments in the introduction of new financial tools and operating procedures.

Preferred Education, Experience and Skills:

Medical School business office experience especially within YSM. Talent development certificate or other talent development accredited course experience.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

Note

Yale University is a tobacco-free campus