Division Administrator

Division Administrator

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The Division Administrator will report directly to and collaborate extensively and strategically with the Director, Finance & Administration for Clinical Affairs and assigned section chiefs and medical directors, as well as with Department Leadership, Faculty and Staff, Yale School of Medicine and Institutional offices. This position is a member of the executive leadership team, provides leadership on important strategic and financial projects, and facilitates advances among multiple functional areas across multiple entities by working closely with senior leadership. Serve as the key operational leader for their assigned sections within the department of Pediatrics. This position will lead and manage the assigned administrative sections, collaborate with the clinical finance team to help with development of their annual department budgets, coordinate reporting on monthly variances analyses, business plan performance tracking, clinical productivity review, clinical space optimization, provider template utilization, compliance issues and oversee the various, multifaceted daily operations of their assigned administrative sections. This position serves as the strategic partner to the Director, Finance & Administration for Clinical Affairs, department leadership and primary collaborator for administrative section leadership. The position will work with the department vice chairs to lead and support vice chair initiatives and communications including clinical care, research, education, faculty leadership, and belonging initiatives.

Required Skills and Abilities

1. Well-developed managerial, decision-making, planning, organizational, problem solving and leadership skills. Strong and adaptable written and verbal communication skills, with the ability to address the needs of individuals at all levels within the department and university.

2. Demonstrated ability to manage time and resources effectively, measure and monitor progress and redirect effort as needed and anticipate changes in the business environment and proactively manage change.

3. Thorough working knowledge of accounting, financial reporting and analysis. Demonstrated experience with budgets, forecasts, financial plans; experience integrating multiple pieces of financial information to identify themes, trends and issues.

4. Demonstrated experience with Microsoft Office, including Excel, Word and Outlook. Database management skills. Demonstrated experience in financial reporting and management of financial resources.

Principal Responsibilities

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.

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.

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.