Operations Manager

Division Administrator

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Salary Range : $68,000.00 - $120,500.00

Overview

Division Administrator is a strategic partner to the Orthopaedics Division Chiefs and reporting to the Associate Director of the Department. The scope of the Division Administrator is as a resource to operationalize all programmatic and clinical needs of the Orthopaedic clinical divisions in partnership with a 2nd Division Administrator partner, together covering 9 specialty divisions (Trauma, Pediatric Ortho, MSK Oncology, Hand & Upper Extremity, Adult Hip & Knee Reconstruction, Physical Medicine & Rehabilitation, Sports, Foot & Ankle, and Spine, as well as several clinical programs (DME, Medications, & Casting). The split of specific divisions between the two Division Administrators to be determined. The responsibility of the Division Administrator is to ensure all clinical, business, & academic operations within their Divisions, are exceptionally and seamlessly managed. This position is HYBRID. 3 days / week onsite; Wednesday is a required all staff day onsite. The first 90 days will be onsite 5 days / week for training.

Required Skills and Abilities

Proven ability to manage and mentor staff, particularly in a. High level of ethics and integrity in professional matters and sensitivity for confidentiality. Previous management experience having "direct reports" is required. Demonstrated experience with provider scheduling template builds.

Proven ability, excellent communication skills, ability to interact positively and effectively with all levels, capable of operating autonomously with minimal direction. Decisive, hands-on team player. Results and detailed-oriented with proven organizational skills.

Ability to make reasonable and difficult decisions while under pressure that will stand up to retrospective scrutiny, ability to stay cool under pressure. Strong leadership capabilities with the ability to work in a fast-paced environment. Flexible with the ability to manage multiple initiatives in response to continuously and rapidly changing priorities.

Well-developed managerial, decision-making, planning, organizational, problem-resolution and leadership skills with the demonstrated ability to influence and manage people on a day-to-day basis. Proven ability with Office Suite (Word, Excel, Outlook, PowerPoint, etc).

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, and 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 and takes action 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 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, polices, 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 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 and 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. Demonstrated experience in managing relationships and influencing outcomes. Demonstrated creativity and effectiveness in a complex organization.

Location

37-55 College Street, New Haven, Connecticut