Operations Manager

Position Focus:

This position directly reports to both the Director of the Cushing/Whitney Medical Library (CWML) and the YSM Director of Finances and Operations, and works collaboratively with the Lead Administrator (LA) of Yale Library.

With input from the Director and Lead Administrators, assist with the development, maintenance, monitoring, and projection of CWML budget totaling approximately $10.3 million, consisting of endowments, Yale School of Medicine (YSM) funding, Yale New Haven Hospital (YNHH) funding, Yale School of Public Health funding, Yale School of Nursing funding, federal and non-federal grants and contracts, current use funds, and spendable gifts. Under the direction of YSM Business Operations, provides analytical support for YSM negotiations for CWML annual funding from YNHH.

This position is critical to ensuring financial and operational efficiency within the medical library while also contributing to strategic projects and ongoing improvements.

• Manages the daily operation of the medical library’s Administrative Office and supervises the library’s Senior Administrative Assistant.

• Oversees daily financial monitoring and authorizes transactions per policy.

• Trains CWML staff in Library and University business practices and policies.

• Serves as the point of contact for internal and external facility and administration service providers (including Facilities personnel, architects, contractors, vendors, etc.)

• Manages and coordinates building security (which includes a complex security system), facilities issues, building projects, and renovations.

• Chairs the medical library’s Security Committee.

• Serves as a member of the CWML Leadership Team.

Essential Duties

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 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.
• Demonstrated experience in managing relationships and influencing outcomes.
• Demonstrated creativity and effectiveness in a complex organization.

Required Skills and Abilities

• 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.
• Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect efforts as needed.
• Demonstrated proficiency in Excel and experience with database management.
• Excellent written and oral communication skills. Ability to adapt communication style to address the needs of individuals at all levels throughout the University. Ability to negotiate skillfully with both internal and external constituents.'
• 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.