Lead Administrator, Peabody Museum and IPCH

Yale Peabody Museum And Institute For The Preservation Of Cultural Heritage Administrative Leader

Serves as the strategic administrative partner to organizational leadership, the chief financial steward, and leader of administrative support services for the Yale Peabody Museum (YPM) and the Institute for the Preservation of Cultural Heritage (IPCH).

Identifies, mobilizes, and optimizes financial and other resources to help advance the mission of the organization and ensure that the organization's faculty, students and staff receive high quality administrative support in a manner compliant with University policies and procedures.

Directs, plans, and manages the comprehensive business affairs of both organizations, including management and analysis of organization budgets, long-term financial planning, program development, information systems, human resources, staff training and development, and regulatory compliance.

The combined operating budgets of YPM and IPCH total approximately $38 million, funded by a mix of endowments, spendable gifts, sponsored awards, general appropriations, and unrestricted income.

Reports jointly to the YPM Director and the IPCH Director, and manages the business office team.

The Yale Peabody Museum, one of the world's leading institutions for research and education in the natural sciences, offers a stimulating and dynamic environment for professionals passionate about science and history. The newly renovated museum is home to remarkable collections that span paleontology, anthropology, and geology. YPM is dedicated to advancing knowledge through innovative exhibits, cutting-edge research, and engaging educational initiatives. Working at YPM means contributing to a legacy of discovery and exploration, all within the vibrant intellectual community of Yale University.

The Institute for the Preservation of Cultural Heritage (IPCH) advances the preservation of cultural heritage through interdisciplinary research, conservation practice, and educational opportunities. Within the Yale Collections community, IPCH is the programmatic hub of expertise in analytical and data sciences, conservation and preservation, and global heritage exchanges. Working with Yale's museums and libraries as well as partners in the Global South, IPCH develops and applies scientific, humanistic, and practice-based methods to study and preserve material culture, while strengthening the cultural heritage field through sustained collaborations, teaching, outreach, and training programs.

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. Creative, strategic, and results-driven with strong leadership skills and a proven track record of success in similar roles of progressively greater management and leadership responsibility in a similarly complex organization.

2. A robust financial and administrative background, excellent relationship-building capabilities, and impeccable verbal and written communication skills.

3. Good business judgment, an analytical mindset, great capacity for flexibility, diplomacy, service, and adaptability to shifting priorities or needs, and sound, influential decision-making abilities.

4. High-level strategic planning skills; visionary with ability to influence. Ability to generate a strategic vision and to influence people to achieve this vision.

5. Demonstrated ability to manage people on a day-to-day basis and inspire a high level of commitment and performance.

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.

Preferred Education and Experience

Master's degree in business administration, and leadership experience in a university or museum environment.

Principal Responsibilities

1. Strategic Partner: Achievement of the organization's mission and goals by working in close partnership with the organization leader, faculty, staff, students and service providers to develop and implement the organization's strategy. Understands and monitors external and internal factors influencing the organization's mission and goals. Plans for financial and non-financial resources required for the organization to achieve its goals. Supports organization and program leaders in conceptualizing, prioritizing, and planning new programs or program changes. Supports, and when necessary drives, the organization's process for strategic planning with key faculty and staff.

2. University Citizen: Connects the organization and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in organization or University administrative priorities. Effectively represents organization needs, challenges, and opportunities at the University level. Proactively shares knowledge and best practices with others.

3. Financial Analyst and Advisor: Provides comprehensive financial information, analysis and advice to optimize use of the organization's financial resources. Creates and updates long range financial plan(s), reflecting all critical issues. Identifies available financial resources (current and future), and advises and deploys efficiently to best support organization objectives. Prepares all-funds budgets, analyzes financial activities and performance against budget, makes adjustments and take action as needed.

4. Risk Management Administrator: Implements and maintains strong internal controls to provide reasonable assurance of effective and appropriate resource use, accurate financial information, adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements. Identifies, communicates, addresses and escalates risks in a timely and appropriate manner to protect the assets, resources, information and reputation of the organization and the University. Ensures all faculty and staff understand the regulations and Yale requirements as they pertain to their scope of activity.

5. Talent Manager and Developer: Ensures the organization employs effective practices for retaining, attracting and developing talent in line with University guidelines and contractual agreements. Ensures that all organization staff participate in the University's performance management and career development processes. Ensures the needs of the organization's current and future talent are assessed periodically and that issues are addressed, facilitating the movement of talent where appropriate and developing Business Operations staff. Cultivates a diversity of backgrounds and perspectives in the organization. Assures that the organization follows appropriate School and University policies and procedures related to Human Resources.

6. Administrative Services Leader: Ensures efficient and effective completion of all administrative and financial services provided to the organization. Ensures high quality delivery of administrative services by providers outside the organization, including human resources, information technology, procurement, student services, post-doctoral affairs and faculty affairs. Establishes, monitors, and meets or exceeds targets for operational excellence. Identifies and implements opportunities to achieve continuous improvement of processes. Responsible for building and managing a team of high-performance administrative and financial professionals.

7. May perform other duties as assigned.

Required Education and Experience Minimum of a bachelor's degree and seven years progressively responsible experience; or equivalent combination of education and experience. Demonstrated fiscal responsibility and comprehensive knowledge of accounting, financial reporting and analysis. Demonstrated experience with complex strategic planning and resource allocation. Demonstrated experience in managing relationships and influencing outcomes Demonstrated creativity and effectiveness in a complex organization. Demonstrated success in developing people and organizations.