Division Administrator

Yale University; Church (IA); Hybrid; USD 90,000 - 166,000; Full time

Job summary

Yale University seeks a Division Administrator who will report to the Director, Finance & Administration for Clinical Affairs and collaborate with section chiefs, medical directors, and department leadership. You will serve as the executive operational leader for the pediatrics sections, guiding administrative, financial, and clinical activities and aligning budgets with strategic goals.

The role focuses on budgeting, monthly variance reporting, clinical productivity reviews, space optimization

Qualifications

• Minimum well-developed managerial, decision-making and leadership skills with strong communication.
• Ability to manage time/resources, monitor progress and anticipate changes.
• Thorough knowledge of accounting, financial reporting and analysis, including budgets and forecasts.
• Proficient in Microsoft Office; experience with financial reporting and data management.

Responsibilities

• Administrative Services Manager: deliver and integrate administrative services for the unit and coordinate with service providers.
• Financial Analyst and Manager: build financial plans, monitor performance against budget, and support financial inquiries.
• Risk Manager: implement internal controls and ensure compliance with policies and external requirements.
• University Citizen: align priorities with University leadership and share knowledge and best practices.
• Talent Manager and Developer: attract, develop and retain unit non-faculty personnel; support HR processes.
• Strategic Resource: translate unit strategy into actions and assess resources to meet goals.
• May perform other duties as assigned.

Skills

Managerial skills

Time & resource management

Accounting & financial reporting

MS Office & databases

Education

Bachelor’s degree

Tools

Excel

Word

Outlook

Database management

Job description

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview

The Division Administrator will report directly to and collaborate extensively and strategically with the Director, Finance & Administration for Clinical Affairs and assigned section chiefs and medical directors, as well as with Department Leadership, Faculty and Staff, Yale School of Medicine and Institutional offices. This position is a member of the executive leadership team, provides leadership on important strategic and financial projects, and facilitates advances among multiple functional areas across multiple entities by working closely with senior leadership. Serve as the key operational leader for their assigned sections within the department of Pediatrics. This position will lead and manage the assigned administrative sections, collaborate with the clinical finance team to help with development of their annual department budgets, coordinate reporting on monthly variances analyses, business plan performance tracking, clinical productivity review, clinical space optimization, provider template utilization, compliance issues and oversee the various, multifaceted daily operations of their assigned administrative sections. This position serves as the strategic partner to the Director, Finance & Administration for Clinical Affairs, department leadership and primary collaborator for administrative section leadership. The position will work with the department vice chairs to lead and support vice chair initiatives and communications including clinical care, research, education, faculty leadership, and belonging initiatives.

Required Skills and Abilities

• 1. Well-developed managerial, decision-making, planning, organizational, problem solving and leadership skills. Strong and adaptable written and verbal communication skills, with the ability to address the needs of individuals at all levels within the department and university.
• 2. Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect effort as needed and anticipate changes in the business environment and proactively manage change.
• 3. Thorough working knowledge of accounting, financial reporting and analysis. Demonstrated experience with budgets, forecasts, financial plans; experience integrating multiple pieces of financial information to identify themes, trends and issues.
• 4. Demonstrated experience with Microsoft Office, including Excel, Word and Outlook. Database management skills. Demonstrated experience in financial reporting and management of financial resources.

Preferred Skills and Abilities

• 1. Demonstrated supervisory and leadership experience. Demonstrated ability to build strong relationships and work collaboratively and effectively across levels. Ability to manage people and inspire a high level of commitment and performance.

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 (e.g. Facilities, HR, IT, Procurement, Student Services, Faculty Affairs), ensuring providers are apprised of unit needs and relevant information, acting where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues/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; acts as appropriate. Oversees daily financial monitoring and authorizes transactions per policy. Provides support to 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 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/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 in a timely 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 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 Bus. Ops. 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, e.g., 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.

Job Posting Date

09/18/2026

Job Category

Manager

Bargaining Unit

NON

Compensation Grade

Administration & Operations

Compensation Grade Profile

Manager; Program Leader (M6)

Salary Range

$90,000.00 - $165,750.00

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Note

Yale University is a tobacco-free campus.