Location: New Haven,CT, USA
Essential Duties
1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the assigned unit. 9. Contributes to long-range administrative planning for the assigned unit. 10. Implements University and departmental policies as they pertain to the administrative function of the unit. 11. Supervises and leads staff. 12. May perform other duties as assigned.
Required Education and Experience
Minimum requirement of Bachelor's Degree in related field and four years of demonstrated experience or an equivalent combination of education and related experience.
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.
Position Focus:
Join a friendly inclusive community of faculty, staff, postdocs and students working together at the Yale School of the Environment (YSE). Under the direction of YSE's Associate Director of F&A with latitude for discretion and independent judgement, carry out financial, admin, and operational management activities to support the financial operations of YSE. In collaboration with the Budget Analyst and Associate Director of Administration & Operations, serve as an expert financial and admin resource, providing coordinated business and admin support to students, faculty, and staff. Manage team dedicated to an assigned group of Faculty, Programs and/or Centers, which may include Financial Assistants and Admin Assistants. Direct, motivate and support team in providing responsive and professional customer service. Ensure continuous development of understanding and ability to meet assigned customer needs. Manage financial accounts as well as create, analyze, and prepare monthly financial statements and reports for these accounts. Analyze budget and financial results variances and prepare variance reports to account for significant discrepancies. Assist faculty in preparation of grant and contract proposals. Work with OSP to complete applications of YSE grant/contract submissions. Assure compliance with funding source requirements. Approve and monitor financial expenditures. Authorize expense reports, purchase requisitions, and spend authorizations and staff time and attendance; establish internal training. Prepare faculty discretionary and special use account reports; assure budgetary adherence is maintained.
Identify budget variances for grants and contracts, informing principal investigators and developing strategies to resolve. Develop financial projections and ad-hoc reports to assess impact of budgeted finances to support school functions. Identify and prioritize projects and assess impact on School activities. Participate and make recommendations in long range planning. Review daily transactions to make determination of questionable charges. Ensure pcard holders are aware and comply with policy. Review receipts and statements assembled and provide feedback as needed. Develop long-range financial plans that optimize use of scarce resources. Provide financial information and assist units in planning to maximize revenues and reduce cost. Assist in long range planning and prepare financial projections. Recommend improvements and enhancements to systems, reports, and procedures. Participate in special projects as necessary. Act as resource for team, assigned faculty, YSE student body, faculty, and staff on issues. Ensure flow of information to team regarding work direction, strategy, priorities, and successes. Monitor performance measures to ensure staff and systems meet customer needs in efficient manner. Perform other duties as directed.
Preferred Education, Experience and Skills:
Working knowledge of finance, fund accounting, and financial reporting analysis. Demonstrated supervisory experience a plus but not required. Knowledge of Excel, Microsoft Word, Outlook.
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.