Operations Manager, VP Global

Position Focus :

Reporting to the Director of Finance and Administration for the Office of the Vice Provost for Global Strategy and International Affairs (VPG), the Operations Manager will provide high level financial management, business information and forecasting needs for the various programs housed within VPG including the Office of International Affairs (OIA), the Office of International Students and Scholars (OISS) and the Yale Young Global Scholars (YYGS) program as well as the Yale-China Association.

This position will have considerable latitude for exercising discretion and independent judgement while managing the day-to-day operations, serving as the expert and leader in compliance and policy, and providing support for budgets / forecasts, internal controls, and other financial reporting needs.

The position will work directly with programmatic leaders and staff to provide financial oversight and guidance for business operations including developing and maintaining current year forecasts and annual budgets while ensuring the unit receives high quality administrative support in a manner compliant with University policies and procedures.

Collaborating with other members of the administrative team, they will assess the unit’s operational challenges and opportunities to leverage available resources to help advance the unit’s and University’s mission. Ensure communications to keep all members of the unit up to date with University policy, procedure and guidelines changes. Lead and support initiatives and communications related to internal financial and administrative processes. Oversee administrative staff who support programmatic activities. Review complex agreements with an understanding of university policy to ensure financial and operational protection.

Essential Duties

1. Administrative Services Manager : Provides efficient and effective delivery and integration of all administrative services (academic, financial, research, or clinical). Serves as the unit's point of contact for service providers (, Facilities, HR, IT, Procurement, Student Services, and Faculty Affairs), ensuring that providers are apprised of unit needs and relevant information and acting 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, , performance against budget. Recommends adjustments and acts as appropriate. Oversees daily financial monitoring and authorizes transactions per policy. Provides support to the 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 fund 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 to protect Yale’s assets, resources, information, and reputation. Identifies, communicates, and addresses issues / concerns promptly and appropriately. Ensures all faculty and staff know the regulations, policies, procedures, and Yale requirements on 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 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 and address employee relations issues in line with university guidelines and contractual agreements. Partners with the LA to assess 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 the strategic planning process. Translates unit strategy into actions. Recommends resources needed to achieve short-term and long-term goals and identifies any factors that may impact the unit’s ability to meet its mission and goals successfully. Assesses the financial and non-financial resources available for the unit to achieve its goals, , funding, space, technology, staff capabilities, and capacity. Recognizes and raises potential issues, ideas and solutions to the 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 :

High level analytical and quantitative skills with strong background in finance. Strong computer / systems skills and high level of knowledge and experience using MS Excel and Workday. Experience with the Yale Budgeting Tool strongly preferred. Strong understanding of accounting and internal / external controls.

Required Skill / Ability 2 :

Proven experience in higher-education administration interacting with faculty, business office staff and other departments. Proven record of excellent attendance.

Required Skill / Ability 3 :

Strong organizational and interpersonal skills with strong communication skills and commitment to customer service. Demonstrated problem-solving skills and ability to listen and make decisions in a timely way. Demonstrated ability to prepare and present reports on complex financial information.

Required Skill / Ability 4 :

Demonstrated ability to work independently. Demonstrated ability to prioritize multiple tasks and meet strict deadlines.

Required Skill / Ability 5 :

Demonstrated positive attitude and commitment to working as a member of a team. The ideal candidate should have the ability to understand, communicate, and effectively interact with people across cultures. Being open to learning about different dimensions of diversity and exhibiting positive attitudes towards cultural differences.

Preferred Education, Experience and Skills :

or similar degree focused on finance or accounting preferred; four years of related experience. Knowledge of a foreign language.

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.