Finance & Administrative, Manager - MCDB

Position Focus :

Reporting to the Lead Administrator of Molecular, Cellular, and Developmental Biology (MCDB), and Molecular Biophysics & Biochemistry (MBB) the Operations Manager will ensure that faculty, students, and staff across the Central, Medical and West Campuses 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 unit’s and University’s mission.

Enable faculty and program leadership to maximize their focus on program activities by managing and implementing assigned financial and / or administrative support services for the Unit, assessing the Units’ operational challenges and opportunities, working to develop and implement solutions with the Lead Administrator and / or others as appropriate, and serving as a critical conduit for strengthening the interface between Units’ needs / requirements and service provider activities. Supervise all C&Ts responsible for faculty support, academic appointments and registrar duties. Oversee the day-to-day operations of MCDB department, exercising independent judgment to ensure efficient administrative and operational functions. Assist the MB&B Admin Services Supervisor and their team with training processes and provides guidance to the MB&B Chair’s assistant. Ensures effective support for MCDB undergraduate and graduate education, including both MCDB students, BBS PMB track.

Works closely with the Lead Administrator and Finance Manager in managing annual operating budgets of approximately ~$50m across two departments (effort support : 80% MCDB, 20% MBB). Manages multiple programs, business affairs and controls, grant and sponsored agreements including training grants, non-faculty personnel, faculty affairs and support, interdepartmental and community relations, special events, and university service providers, as well as the management of unit facilities.

Responsible for financial oversight for all the departmental events, and for reconciling the accounts and year-end submissions. Actively participates in budget development, forecast and year end process for FAS and YSM.

The current hybrid work schedule for this position is 3 days on campus with 2 remote workdays. You may be required to work on site more often in a given week due to operational needs. In the event, the university / department transitions to being on campus five days a week, either temporarily or permanently, the hybrid schedule will be suspended.

Essential Duties

Principal Responsibilities : 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 ( Facilities, HR, IT, Procurement, Student Services, Faculty Affairs), ensuring that providers are apprised of unit needs & relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues / concerns related to administrative & operational services to the LA. 2. Financial Analyst & 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, 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 & 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 in order to protect Yale’s assets, resources, information and reputation. Identifies, communicates, & addresses issues / concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures & 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 & value of the unit. Shares knowledge & 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- 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, , 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

Minimum of a Bachelor’s Degree and five years of related work experience including demonstrated leadership, project management and / or supervisory experience; or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Well-developed managerial decision-making, planning, organizational, problem-resolution and leadership skills. Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.

Required Skill / Ability 2 :

Strong problem-solver, adept at managing complex academic and operational needs in a science department. Demonstrates strong attention to detail.

Required Skill / Ability 3 :

Excellent oral and written communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University.

Required Skill / Ability 4 :

Excellent interpersonal skills along with negotiation and consensus building skills. Strong commitment to delivering a high level of customer service to both internal and external clients.

Required Skill / Ability 5 :

Ability to quickly adapt and thrive in a changing environment, accepting of new roles and willingness to meet challenges as they may come. Must be able to multitask and work to meet multiple and potentially conflicting deadlines. The position requires a high level of flexibility and organization.

Preferred Education, Experience and Skills :

Minimum of a bachelor’s degree and five years of related work experience. Experience supervising staff and coordinating cross-functional teams. Familiarity with graduate and undergraduate education support, faculty affairs. A proven track record of optimizing administrative processes.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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.

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.