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Operations Manager, School of Art
Yale University | New Haven, Connecticut
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Job Description

Essential Duties

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.

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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.

Position Focus:

The Yale School of Art is the nation's leading graduate school of art. The mission of the Yale School of Art is to provide students with intellectually informed, hands-on instruction in the practice of an array of visual arts media within the context of a liberal arts university. As a part of the first institution of higher learning to successfully integrate a studio-based education into such a broad pedagogical framework, the Yale School of Art has a long and distinguished history of training artists of the highest caliber. A full-time faculty of working artists in conjunction with a diverse cross-section of accomplished visiting artists collaborate to design a program and foster an environment where the unique talents and perspectives of individual students can emerge and flourish. The School of Art is founded on the belief that art is a fundamental force in national and international culture, and that one of the primary standards by which societies are judged is the quality, creative freedom, critical insight, and formal and technical innovation of the visual art they produce. The Yale School of Art teaches at the graduate and undergraduate levels, and consequently the student body consists of those whose primary or exclusive focus is art as well as those for whom art is an essential part of a varied course of inquiry. The school currently offers degrees and undergraduate majors in the areas of graphic design, painting/printmaking, photography, and sculpture.

The position reports to the School's Lead Administrator (Senior Director of Finance & Business Operations) and works within the financial leadership structure of the school to ensure the integrity of financial operations. The position manages the day-to-day business operations of the School and manages an $15M operating budget, including university allocated funding, endowment, spendable gift and income for "Yale at Norfolk" and other program support. The position also works with the Dean, the Lead Administrator, the Department Directors and other members of the faculty and administration in the development of the annual and long range budgets. The position supervises the school's business activities and faculty support and works closely with the Dean, Associate Dean, the Lead Administrator and Department Directors to develop and implement strategic initiatives. The position supervises three clerical staff and oversees and approves their preparation of payroll, vendor invoices and purchase orders, wire transfers, payments to visiting artists and guests, ensuring that University policies are followed. The position manages the faculty salary budget, establishes workflow procedures and executes the hiring process and payroll for all faculty, including part time and visiting lecturers and critics. The position maintains the chart of accounts; oversees all aspects of financial training and documentation; and develops policies and procedures. The Yale School of Art employs approximately 15 staff and faculty administrators, 70-80 full and part time faculty, and 4 Department Directors.

Preferred Education, Experience and Skills:

Prior work experience within the non-profit field of visual art and/or within the field of higher art education, or the equivalent.

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual's sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University's Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: ocr.boston@ed.gov.

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