Reporting to the Director, Yale Center for Clinical Investigation (YCCI) and the Director of Finance and Administration, YSM Central Administration Units (CAU), manage annual operating budget of greater than $20 million, business affairs and controls, oversight of unit facilities grant and sponsored agreements, non-faculty personnel, faculty affairs and support, interdepartmental and community relations, special events. The position provides complete fiscal oversight of grants, including an $11M (annual, FY18) federal grant, ensuring that the records are reviewed regularly for compliance with all University, NIH and federal guidelines. The Operations Manager will support approximately 80 staff in YCCI, 5 faculty across the department, supervise 2 staff members (1 Assistant Administrator and 1 Portfolio & Grants Analyst) and be an active partner with YCCI Associate Directors to support Services and Special Programs administered through YCCI. This includes but is not limited to supporting clinical research trials management, the research coordinators program, faculty and student career development and training programs, multicenter trials support and community programs. This individual will manage the day-to-day operations and be responsible for delegating work and requests to appropriate staff while serving as the expert and leader in compliance and policy and will partner with the YCCI Director and Director of Finance and Administration for Central Administration Units on initiatives for the center.
Annually the center provides resources and programs for 30 to 40 post-graduate trainees, fellows and junior faculty. Between 170 and 190 individuals have some portion of their salary paid by YCCI funding sources. YCCI also provides and administers pilot grant awards, contributes to the purchase of state-of-the-art research instruments and equipment, provides approximately 1,500 services each year to approximately 600 faculty members, and maintains, manages, and staffs both an inpatient and outpatient research facility.
Additional key responsibility: Engage with YCCI Associate Directors in preparing and monitoring programmatic budgets. Systematically plans and monitors programmatic budgets with Director and Associate Directors; is capable of contributing operational ideas to gain cost savings opportunities while supporting YCCI’s mission driven goals.
1. Administrative Services Manager: Provides efficient and effective delivery and integration of 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, Faculty Affairs), ensuring providers are apprised of unit needs and relevant information, acting where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues/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; acts 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/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 to protect Yale’s assets, resources, information and reputation. Identifies, communicates, and addresses issues/concerns in a timely 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 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 Bus. Ops. 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 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 to achieve the unit's goals, e.g., funding, space, technology, staff capabilities and capacity. Recognizes and raises potential issues, ideas and solutions to LA.
7. May perform other duties as assigned.
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:
Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University.
Required Skill/Ability 2:
Ability to multi-task and work in fast paced environment.
Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills.
Required Skill/Ability 3:
Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.
Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed.
Required Skill/Ability 4:
Demonstrated proficiency in Excel and experience with database management.
Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.
Required Skill/Ability 5:
Ability to negotiate skillfully with both internal and external constituents.
Ability to anticipate changes in the business environment and proactively manage change.
Preferred Education, Experience and Skills:
Supervisory, research grants ops, management experience. Working knowledge of accounting, financial reporting and analysis, fund accounting. Experience preparing budgets, forecasts, financial plans; integrating multiple, complex pieces of financial info to identify themes, trends, and issues; managing relationships, influencing outcomes; demonstrated creativity and effectiveness in a complex org.
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: firstname.lastname@example.org.
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