Operations Manager, SEAS

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Reporting to the Director of Finance and Administration for the School of Engineering & Applied Science (SEAS), the Operations Manager will oversee a portfolio of SEAS centers including academic department(s), centers and institutes.  They will serve as a strategic partner to the department chair and act as the chief financial steward and leader of administrative support services for the groups they support. The Operations Manager will be responsible for the annual operating budget and Q2 forecast of the cost centers in their portfolio and oversee financial management of all non-sponsored accounts.  They will work in close partnership with FRMS to oversee faculty sponsored awards, ensuring they are managed appropriately, in a timely manner, meeting both federal sponsors and University guidelines, policies and procedures.

They will have considerable latitude for exercising discretion and independent judgement to ensure that faculty, students and staff in the departments receive high quality administrative support in a manner compliant with University policies and procedures, and marshal and leverage available resources (financial or otherwise) to help advance the mission of the departments and institutes within their portfolio.  In addition to manage the finances, this position will as provide day-to-day business operational support to the group; supervising, training and developing staff within the department business office and administrative support team.

The Operations Manager will enable faculty and program leadership to maximize their focus on education, research, and program activities by managing and providing excellent financial and administrative support services.

In addition to sharp financial acumen, strong communication skills are a requirement of this position.  Applicants are asked to provide a cover letter with their application.

Overview

Ensures that faculty, students, and staff receive high-quality administrative support compliant with University policies and procedures. Manages financial and administrative services to advance the unit's mission. Tasks include developing and maintaining budgets, assessing operational challenges, implementing solutions, and serving as a liaison between unit needs and service providers. Responsibilities also include oversight of financial transactions, staff training, and coordination of facilities and security issues. This role involves significant collaboration and communication across various stakeholders to ensure operational efficiency and support strategic projects and ongoing improvements.

Required Skills and Abilities

1. Well-developed managerial, decision-making, planning, organizational, problem-resolution, and leadership skills. Ability to inspire high-performance and manage time and resources effectively, measure and monitor progress and redirect efforts as needed with great capacity for flexibility. Ability to anticipate changes in the business environment and proactively manage change.

2. High-level analytical and quantitative skills with a strong background in finance. Advanced proficiency in MS Excel and experience with financial systems and database management.
3. Excellent written and oral communication skills, with the ability to adapt communication style to address various audiences throughout the University.
4. Demonstrated ability to manage relationships and influence outcomes, ensuring effective collaboration and customer service.
5. Strong attention to detail, organizational skills, and the ability to handle multiple projects and meet competing deadlines.

Preferred Skills and Abilities

1. MBA or master's degree in Accounting, Finance, Business Administration, or a related field.
2. Experience with University financial and administrative systems (e.g., Workday, Power BI, YDX,) and knowledge of relevant processes and policies.
3. Proven experience in higher education administration, interacting with faculty, staff, and other departments.
4. Experience with sponsored awards financial management and grant writing.
5. Strong proficiency in database reporting and the introduction of new financial tools and operating procedures.

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, 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.

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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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

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 position. Employees will be assigned specific job-related duties through  their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.