Lead Administrator - Humanities & FAS Departments

10-May-2024

Business Operations - Senior Director FAS

88289BR

University Job Title

Lead Administrator 3

Bargaining Unit

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

Compensation Grade

Administration & Operations

Compensation Grade Profile

Leader (M7)

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Accounting/ Financial, Administration, Business Operations

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

55 Whitney Avenue
New Haven, CT 06510

Position Focus:

Reporting to the Senior Director, Financial Operations and Administration, Faculty of Arts and Sciences (FAS), GSAS, and Yale College, the Lead Administrator for FAS Divisions of Humanities, Political Science, Sociology and Academic Services unit oversees 36 academic departments and programs. This position is the strategic administrative partner to the division's leadership, the chief financial steward and leader of administrative support service for the divisions and units. 

Essential Duties

1. 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. 2.  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. 3.  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 takes action as needed. 4.  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. 5.  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. 6.  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. 7.  May perform other duties as assigned.

Required Education and Experience

Minimum of a bachelor's degree and ten years progressively responsible experience 5 of which are in a leadership role; 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:

Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills. Ability to anticipate changes in the business environment and proactively manage change. High level strategic planning skills and demonstrated ability to generate a strategic vision and influence people to achieve this vision and initiate change. 

Required Skill/Ability 2:

Demonstrated ability to manage people on a day-to-day basis and inspire a high level of customer service, commitment and performance.

Required Skill/Ability 3:

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.

Required Skill/Ability 4:

Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment. Strong computer skills including MS Excel and other financial reporting tools. Ability to research and answer questions by manipulating, synthesizing, and analyzing underlying data.  

Preferred Education, Experience and Skills:

Master's degree in Business Administration, Finance or Accounting. Proven experience with the following areas of special focus: Strategic Leadership, Grant Management, Facilities Management, Organizational Development and Human Resources.

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