Finance and Operations Administrator 3Original Posting Date 14-Jan-2012
STARS Requisition number 15111BR
Department Surg Urology
University Generic Title Finance and Operations Administrator 3
Bargaining Unit None
Job Category Managerial & Professional
Type of Employment Full Time
Duration Type Regular
(Min/Max)">Salary Grade(Min/Max) (Min/Max)">market competitive
Work Week Standard - 37.5 hrs (M-F, 8:30-5:00)
Work Location Medical School Campus
Worksite Address 800 Howard Avenue 3rd Floor New Haven CT
Position General Purpose/Overview of Responsibilities: Reporting to the Chair of the Department of Urology and the Deputy Dean of Finance and Administration of the School of Medicine, the Director for Finance and Operations is a strategic administrative partner to the Department of Urology leadership, the chief financial steward and leader of administrative support services for the department. Identify, mobilize and ensure that the department's faculty, students and staff receive high quality administrative support in a manner compliant with University policies and procedures. Direct, plan and manage the comprehensive business affairs of the department, including management and analysis of Departmental budgets, program development, information systems, human resources, staff training and development, facilities management and regulatory compliance.
The Department of Urology is the newest department in the Yale School of Medicine, with an annual operating budget that is expected to grow from $5.8 Million to almost $15 million over the next five years. The Director for Finance and Operations will have responsibility for business operations and controls, grant and sponsored agreements, faculty affairs for approximately 19 faculty members and support for approximately 12 non-faculty personnel staff. Oversee financial and administrative services for the research and the clinical activities including 6 locations (Yale Physicians Building, Long Wharf, Greenwich Hospital, YNHH, Smilow Cancer Hospital and Yale Health) and the urologic care for veterans at the VA Connecticut Healthcare System in West Haven.
Essential Duties 1. Strategic Partner: Achieve mission & goals by working in close partnership with the Chief, Program Directors, faculty, staff, students & service providers to develop and implement the section's strategy & business planning. Understand & monitor external & internal factors influencing the section's mission & goals. Plan for financial & non-financial resources required for the section to achieve its port leaders in conceptualizing, prioritizing & planning new programs & changes. Support process for strategic planning with key faculty & staff.
2. University Citizen: Connect with the University through communication, priorities, implementation of initiatives & engagement in Section or University administrative priorities. Represent the needs, challenges & opportunities at the University level. Share knowledge & best practices with others. Participate in university focus groups & pilot programs. Provide input to the institutions financial policies & procedures.
3. Financial Analyst/Advisor: Provide comprehensive financial information to optimize use of the section's financial resources. Create & update financial plans. Identify available financial resources, advise & deploy efficiently to support objectives. Prepare budgets, analyze financial activities, make adjustments & take action. Determine strategic direction & develop analyses to track progress toward these goals.
4. Clinical Operations: Work with the section chief, faculty & YMG to develop clinical practice development strategies. Work in collaboration with the clinical manager to guide the clinical practice admin in all clinics; research & seek to improve the performance of the department's operations. Participate in the analysis of contract proposals received from YMG insurance companies & HMO's to determine costs, benefits & liabilities to the Center. Negotiate contracts with agencies, hospitals & businesses. Work with YMG to optimize physician reimbursement.
5. Risk Management Admin: Maintain control to provide reasonable assurance of effective resource use, accurate financial information, contractual obligations & agreements, policies, procedures & external requirements. Identify, communicate & address risks in a timely manner to protect the department & the University. Ensure all faculty & staff understand the regulations & requirements as they pertain to them.
6. Talent Manager and Developer: Ensure effective practices for retaining, attracting & developing talent in line with University guidelines & contractual agreements. Ensure that all staff participate in the University's performance management & career development processes. Ensure the needs of the section's current & future talent are assessed periodically. Cultivate a diversity of backgrounds & perspectives. Assure that the section follows University policies related to HR.
7. Administrative Services Leader: Ensure efficient completion of all administrative & financial services provided. Ensure delivery of administrative services by providers outside the section, including HR, IT, procurement, student services, post-doc. affairs & faculty affairs. Establish targets for operational excellence .Identify opportunities to achieve continuous improvement of processes. Responsible for managing a team of high-performance administrative & financial professionals. Special Focus in:
a. Grants Management-Oversee grant & contract management & research. Coordinate with research administration offices on all matters from application to close out. Ensure compliance with all policies & regulatory requirements governing funds administration.
b. Facilities Management-Represent financing, budgeting, reassignment & appropriate renovations of space. Manage all facilities & equipment expenditures. Coordinate with Physical Plant for engineering & construction services. Account for the physical assets of the section. Prepare plans & budget projections for facilities management.
Required Education and Experience 1. Bachelor's degree in Business, Accounting, or a related field and eight years of progressively responsible experience in an administrative/supervisory capacity; or an equivalent combination of education and experience.
2. Thorough working knowledge of finance, fund accounting and financial reporting analysis.
3. Experience preparing budgets, forecasts and financial plans; integrating multiple, complex pieces of financial information to identify themes, trends and issues.
4. Experience in a highly regulated organization.
5. Preferred: MBA or an advanced degree.
Additional Education and Experience 1. Preferred: MBA or an advanced degree.
Skills & Abilities 1. Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills.
2. Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.
3. Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University.
4. High-level strategic planning skills,
5. Visionary with ability to influence. Ability to generate a strategic vision and to influence people to achieve this vision.
6. Ability to negotiate skillfully with both internal and external constituents.
7. Ability to anticipate changes in the business environment and proactively manage change.
8. Strong computer skills including Excel.
9. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.
Background Check Requirements All external candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle and credit checks based on the position description and job requirements. All offers are contingent on successful completion of a background check. Please visit for additional information on the background check requirements and process.
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