Operations Manager, Yale Jackson School

Position Focus :

Yale’s newest professional school, the Jackson School of Global Affairs, is a community of scholars, students, practitioners, alumni, and staff dedicated to making a difference in all fields of global affairs. We bring to Yale the most talented, passionate students from all the world dedicated to making the world a better place.

Under the direction of the Yale Jackson School of Global Affairs Director of Finance & Administration, with latitude for exercising discretion and independent judgment, performs a variety of analytical and financial functions for the Jackson School. The operations manager will ensure that faculty, students and staff receive high quality administrative support in a manner compliant with University policies and procedures.

Enables faculty and program leaders to maximize their focus on program activities by managing and implementing assigned financial and / or administrative support services for the school. Directly supervises Financial Assistant and Faculty Support team, and works closely with staff members throughout the organization. Responsible for providing financial information through the interpretation, analysis, reporting, and reconciliation of data. Identifies risks and trends and develops analyses and reports that will inform and advise decision-making by department leadership. Produces ad-hoc projections and analysis for new and existing programs. Participates fully in the budget, forecast, and year-end processes. Manages all aspects of the Monthly and Quarterly Financial Checklist process. Recommends improvements to systems, methods, practices, and procedures through detailed information review. Demonstrates strong attention to detail. The operations manager manages the financial aid program of the Jackson School and is responsible for providing comprehensive financial aid services to Jackson students. This includes program oversight of financial aid strategy and program execution, and close coordination with all of the School and University entities that have an interface with student financial aid and loan programs.

The Essential Duties listed below are generic in nature. Applicants will find the detailed responsibilities listed above in this Position Focus to be most relevant to the position.

Dept / Section URL

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 :

Strong financial modeling and quantitative skills and the ability to work independently, use good judgment, and lead analytical projects.

Required Skill / Ability 2 :

Ability to create new and complex reports (Excel, Word, etc) for tracking, analysis, and communication of financial information. Strong background in finance and financial analysis.

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.

Required Skill / Ability 5 :

Comfortable in a fast-changing environment and can adapt quickly, multitask, and work under pressure and meet deadlines. The position requires a high level of flexibility and organization, and well-developed analytical and problem-solving skills.

Preferred Education, Experience and Skills :

Understanding of Yale’s Financial and Administrative systems including Workday, YBT, PowerBI. Demonstrated application of financial, accounting, and economic concepts and business analysis and strategy.

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.