Overview

The YPM & IPCH Operations Manager provides a high level of administrative services and business operations support for the Yale Peabody Museum (YPM) and the Institute for the Preservation of Cultural Heritage (IPCH).  Ensures that faculty, students, and staff receive high quality administrative support in a manner compliant with University policies and procedures. Enables departmental and program leaders to maximize their focus on program activities by managing and implementing assigned financial and administrative support services.  Collaborates with staff members throughout the university organization to provide a high level of administrative services in support of the missions of YPM and IPCH, actively contributing to operational success. Reports to the Lead Administrator (aka Director of Finance & Administration) for YPM and IPCH and manages one or more Financial Assistants.

This is a full-time on-campus position, with time split between YPM’s main museum building in New Haven and the Collection Studies Center at Yale West Campus.

Required Skills and Abilities

1. Well-developed decision-making, planning, organizational, problem-resolution, and supervisory skills. Demonstrated ability to manage time and resources effectively, measure and monitor progress, and redirect efforts as needed.

2. Ability to compile, analyze, and explain data accurately, and to analyze and resolve complex issues with judgment and tact. Demonstrated proficiency in Excel and experience with budget management, financial reporting, and fund accounting.

3. Excellent written and verbal communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the university.

4. Ability to anticipate changes in the business environment and proactively manage change. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment.

5. Ability to be sensitive to cultural differences and ability to interact effectively with individuals from diverse cultural backgrounds. Ability to manage confidential matters and remain discreet in relations with staff and others.

Preferred Skills and Abilities

1. Experience with University financial and administrative systems (e.g., Workday, YBT) and knowledge of relevant processes and policies.

2. Proven experience in higher education administration, interacting with faculty, staff, and other departments, or in museum or non-profit administration.

3. Experience with restricted endowments and gifts.

4. Experience with sponsored awards and financial gift management.

5. Experience with international operations.

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.

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