Associate Director, Finance & Administration Job at Yale University – 4.3 in New Haven, CT
University Job Title
Associate Director, Finance
None – Not included in the union (Yale Union Group)
Administration & Operations
Compensation Grade Profile
Manager; Program Leader (M6)
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University Library System
120 High Street
New Haven, CT 06511
Standard (M-F equal number of hours per day)
Searchable Job Family
Accounting/ Financial, Business Operations, Financial
Total # of hours to be worked:
The Yale University Library, as one of the world’s leading research libraries, collects, organizes, preserves, and provides access to and services for a rich and unique record of human thought and creativity. It fosters intellectual growth and is a highly valued partner in the teaching and research missions of Yale University and scholarly communities worldwide. A distinctive strength is its rich spectrum of resources, including more than 12.5 million volumes and information in all media, ranging from ancient papyri to early printed books to electronic databases. The Library is engaged in numerous digital initiatives designed to provide access to a full array of scholarly information. Housed in the Sterling Memorial Library and twelve school and departmental libraries, it employs a dynamic, diverse, and innovative staff of over 500 who have the opportunity to work with the highest caliber of faculty and students, participate on committees, and are involved in other areas of staff development.
Reporting to the Director, Finance & Administration this position will:
Work closely with the Director of Finance & Administration to manage a highly complex annual operating budget of approximately $150 million (GA, Endowment, Gift, Special Programs and Grant funding), business affairs and controls, grant and sponsored agreements, interdepartmental and community relations.
The Library supports over 500 staff members and over 500 student employees. It also has libraries in 12 different facilities. Meet with Library department heads and budget managers regularly to review budgets, department plans and actual spending.
Analyze Library budget at a high level, ensuring GA targets are met, endowments are used correctly according to donor instructions, and pools are appropriately funded annually.
Work closely with the Director of Collection Development and the Associate Director, Collections Research and Education to ensure collection funds are managed properly in accordance with University policies and procedures.
Take a lead role in the budget, quarterly forecast and year end close processes, recommending process improvements as needed. Respond to Budget Office inquiries.
May directly supervise one M&P staff accountant to assist with meeting the above fiscal responsibilities.
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1. Financial Services Manager: Provides comprehensive financial services (educational, research and/or clinical) for which (s)he is accountable. Escalates issues or concerns on financial, operational services and administrative business affairs to the Director, Finance & Administration.2. Financial Analyst and Advisor: With the Director, builds financial plans for the unit. Provides comprehensive financial information, analysis and reporting. Monitors and evaluates use of financial resources; recommends adjustments; takes action as appropriate. Oversees, monitors, and authorizes daily financial transactions per policy. Responds to financial inquiries from Dean/ Director/Chair. Identifies available financial resources (current/future); recommends efficient resource deployment to support unit objectives. Prepares all funds budgets. Enables academic leadership focus on program activities by: managing financial support services for the unit; assessing financial and/or operational challenges and opportunities and solving for and/or leveraging these working with the Director and/or others as appropriate; facilitating and strengthening the interface between unit needs/requirements and service providers and activities.3. Risk Manager: Implements and maintains strong internal controls. Provides reasonable assurance of effective, appropriate resource use; accurate financial information; 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 and appropriate manner. Ensures all faculty and staff know regulations, policies, procedures and Yale requirements that pertain to their scope of activity. Escalates issues to the Director, Finance & Administration as appropriate.4. University Citizen: Connects the unit and University through communication, alignment of priorities, and active participation in University administrative priorities. Implements initiatives generated by the Director, Finance & Administration and the University. Represents unit needs, challenges, and opportunities at the Director, 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: Effectively attracts, retains, and develops high quality talent. Collaborates with HR partners and Director in selection, performance management and career development processes, and addresses employee relations issues in accordance with University guidelines and contractual agreements. With the Director, assesses non-faculty personnel and unit’s future talent needs. Cultivates a diversity of backgrounds and perspectives in the unit. Maximizes employee performance and creates an environment that encourages professional growth and career development of employees. Plays a critical role in onboarding and orienting any new Director, Finance and Administration to the unit’s finances and book of business.6. Strategic Resource: With the Director (and, when appropriate, with the Dean/Director/Chair or other key staff) contributes to shaping the unit’s financial and operational priorities and the strategic planning process. Translates strategy into actions; assesses resources available for unit goal achievement, e.g., funding, space, technology, staff capabilities and capacity; recommends resource uses to achieve short and long-term goals; identifies factors that may impact the unit’s ability to meet its mission and goals. Recognizes and raises potential issues, ideas and solutions to Director.
Required Education and Experience
Bachelors’ degree and 5 years of experience or equivalent combination of education and experience.
Required Skill/Ability 1:
Demonstrated ability to provide quality service and maintain high performance standards. Demonstrated experience in managing relationships and influencing outcomes in a complex organization. Flexible, resilient, and creative attitude.
Required Skill/Ability 2:
Thorough working knowledge of finance, fund accounting, financial reporting analysis. Ability preparing budgets, forecasts, financial plans; integrating multiple complex pieces of financial information to identify themes, trends, issues. Significant expertise managing financial information in Workday or complex enterprise financial system.
Required Skill/Ability 3:
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. Demonstrated proficiency in Excel.
Required Skill/Ability 4:
Proven ability to take initiative, work independently and collaboratively, prioritize work, multitask, and meet deadlines.
Required Skill/Ability 5:
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.
Preferred Education, Experience and Skills:
Knowledge of Workday and Yale Budgeting Tool, or similar financial management and budgeting tools. Knowledge of Voyager. Experience in a highly regulated organization.
Preferred Licenses or Certifications:
CPA or MBA or an advanced degree in business or finance strongly preferred.
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.
COVID-19 Vaccine Requirement
Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 website
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 [email protected], 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: [email protected]
Yale University is a tobacco-free campus
About the Company
Company: Yale University – 4.3
Company Location: New Haven, CT