Administrative Operations Manager

Yale University; New Haven (CT); On-site; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking an Operations Manager to oversee the efficient delivery of administrative services. This role involves collaborating with various departments to ensure seamless operations and effective resource management. The ideal candidate will possess strong managerial and leadership skills, with a proven ability to influence outcomes and drive performance. With a focus on strategic planning and resource allocation, this position offers an exciting opportunity to make a significant impact within a dynamic environment. Join a team that values innovation and collaboration, and help shape the future of administrative operations.

Qualifications

• Bachelor's degree with 3+ years of related experience.
• Demonstrated leadership and project management skills.

Responsibilities

• Manage and integrate all administrative services for the unit.
• Provide financial analysis and reporting to support unit objectives.

Skills

Managerial Skills

Decision-Making Skills

Organizational Skills

Problem-Solving Skills

Leadership Skills

Interpersonal Skills

Time Management

Database Management

Project Management

Education

Bachelor's Degree

Tools

MS Outlook

Excel

PowerPoint

Job description

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 (e.g., 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, e.g., 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, e.g., funding, space, technology, staff capabilities, and capacity. Recognizes and raises potential issues, ideas and solutions to the LA.

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: Proficiency with MS Outlook, Excel and PowerPoint. Ability to establish priorities and follow through on projects, paying close attention to detail with minimal supervision to complete assignments under time constraints.

Required Skill/ability 3: Demonstrated organizational, planning, decision-making and problem-solving skills. Proficient in framing a problem, identifying and evaluating potential solutions, developing a plan of action and evaluating the effectiveness of the course of action. Ability to be a decisive, hands-on team player.

Required Skill/ability 4: Well-developed interpersonal skills. Ability to form strong working relationships with faculty, staff, leadership, and other stakeholders. Managing these relationships daily with the ability to influence them positively and inspiring high performance and commitment. Self-directed and self-starter.

Required Skill/ability 5: Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed. Demonstrated proficiency with database management.

Preferred Education: 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.

Work Week: Standard (M-F equal number of hours per day)

Posting Position Title: Operations Manager 1

University Job Title: Administrative Operations Manager

Preferred Education, Experience and Skills: 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. 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.