Manager, Operations Finance and Administration

Overview

Ensures that operations 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 supporting the development of 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. This role manages the front-line Payroll Adminstration team that supports Operations along with the work, including payroll for union employees . Responsible for identifying risks and trends that enable the payroll process to function at the highest level and follow all University guidelines. This individual leads the area of the department that functions as a single point of contact for Payroll requests and questions. Coordinating and working with Associate Director to monitor the key financial internal control risk areas within payroll administration. This position is the liaison with outside teams such as HR, HRIS and Finance Systems and Solutions for testing and implementing new and updated payroll admininstration processes. The role may oversee other support staff responsible for other Operations wide functions such as PO/Invoice processing, Sponsored IDs, and other administrative functions.

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.
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. Experience with University financial and administrative systems (e.g., Workday) and knowledge of relevant processes and policies.
3. In-depth working knowledge of payroll administration functions, including experience with collective bargaining agreements and union employee payroll, including L35.
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 Education

MBA or master's degree in Accounting, Finance, Business Administration, or a related field.

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.