2) Marshal and leverage available resources (financial or other) to help advance the unit s and University s mission. - PDF

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Operations Manager Position Architecture Purpose The purpose of the Operations Manager (OM) is to: 1) Ensure that each assigned unit s faculty, students and staff receive high quality administrative support
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Operations Manager Position Architecture Purpose The purpose of the Operations Manager (OM) is to: 1) Ensure that each assigned unit s faculty, students and staff receive high quality administrative support in a manner compliant with University policies and procedures, and 2) Marshal and leverage available resources (financial or other) to help advance the unit s and University s mission. The OM enables faculty and program leadership to maximize their focus on program activities and minimize the time required for administrative activity. The OM fulfills this purpose by: a) Managing and implementing assigned financial and/or administrative support services for the unit; b) Assessing the unit s operational challenges and opportunities, working to address solutions with the Lead Administrator and/or others as appropriate; and, c) Serving as a critical conduit for strengthening the interface between unit needs/requirements and service provider activities. The OM is a key partner in delivering a world-class infrastructure for a world-class university. (Note: It is understood that the scope of the OM position will vary based on areas of assigned responsibility.) Primary Roles of the Operations Manager The OM is expected to play six primary roles to achieve results for their unit and the University. While each job has unique features and demands, each of these roles is important for successful performance. 1. Administrative Services Manager Provide efficient and effective delivery and integration of all administrative services (academic, financial, research and/or clinical) for which he/she is accountable. Additionally, serve as the unit s point of contact to/from service providers (inside or outside of the unit; such as Facilities, HR, IT, Procurement, Student Services), ensuring that those providers are apprised of unit needs and relevant information, and taking action where needed. 2. Financial Analyst and Manager Work with the Lead Administrator (LA) to build financial plans for the unit. Provide comprehensive financial information, analysis and reporting to monitor the application of the unit s financial resources. 3. Risk Manager Implement and maintain strong internal controls in areas of assigned responsibility to provide BOSAM April29, reasonable assurance of effective and appropriate resource use, accurate financial information, and adherence to contractual obligations and agreements, policies, procedures, and external regulatory requirements in order to protect Yale s assets, resources, information and reputation. 4. University Citizen Connect the unit and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in University administrative priorities. 5. Talent Manager and Developer Utilize effective practices for attracting, retaining, and developing high quality administrative talent in areas of direct accountability including selection, performance management and career development processes in line with University guidelines and contractual agreements. 6. Strategic Resource Work closely with the Lead Administrator (and, when appropriate, with the Dean, Director and Chair) to help shape the unit s administrative and operational priorities, and determine resource requirements to achieve short-term and long-term goals Principles Responsibilities of the Operations Manager 1. Administrative Services Manager Provide efficient and effective delivery and integration of all administrative services (academic, financial, research and/or clinical) for which he/she is accountable. Additionally, serve as the unit s point of contact to/from service providers (inside or outside of the unit; such as Facilities, HR, IT, Procurement, Student Services), ensuring that those providers are apprised of unit needs and relevant information, and taking action where needed. Execute key unit initiatives in areas of direct accountability per the unit s strategic plan. Ensure integration of administrative and operational services for all areas of responsibility (including where provided by Service Level Agreements) are provided in a responsive, high quality manner: - Set priorities - Establish, monitor and meet or exceed targets for operational excellence - Identify and implement opportunities to achieve improvement of business processes and organization structure - Establish and monitor plans to ensure overall service continuity - Ensure all areas are staffed as effectively as possible, given available resources - Address and resolve safety issues and concerns May serve as the local point of contact about administrative and operational needs and concerns for unit leaders and staff, and as necessary take action to resolve issues BOSAM April29, Ensure that all needs and concerns are communicated to the appropriate parties (whether LA or other service provider) Follow-up to confirm that needs and concerns are being addressed (whether by the LA or other service provider) Serve as the local resource for service providers for areas in which he/she has no direct accountability, providing information, recommendations and support as needed to facilitate effective service delivery. - Periodically monitor the adequacy of service delivered by outside providers Escalate issues or concerns related to administrative and operational services to the lead administrator (LA) 2. Financial Analyst and Manager Work with the LA to build financial plans for the unit. Provide comprehensive financial information, analysis and reporting to monitor the application of the unit s financial resources. Participate in the creation and updating of long range financial plan(s), reflecting all critical issues Provide information, make recommendations, and discuss strategies with the Lead Administrator - Anticipate and identify new issues that will impact financial plans. Communicate them to the Lead Administrator Identify available financial resources (current and future), and recommend to the Lead Administrator how to deploy efficiently to best support unit objectives Prepare all-funds budgets, including gathering historical information, provide analysis and quality control - Align financial structure (e.g., Chart of Accounts) with unit mission, objectives and structure Provide reporting and analysis to evaluate financial activities and performance against budget, recommend adjustments, review with Lead Administrator and take action Oversee ongoing financial monitoring and transactions - Provide support to unit s Dean/Director/Chair for financial inquiries as needed Help the unit, including faculty, research and analyze funding challenges and opportunities and present possible options with Lead Administrator. 3. Risk Manager Implement and maintain 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 in order to protect Yale s assets, resources, information and reputation. BOSAM April29, Implement established risk management policies and procedures in accordance with all University and unit requirements and regulations. Establish and implement systems to monitor adherence and to identify areas where there are issues or concerns. Identify, communicate, and address issues/concerns in a timely and appropriate manner (e.g., employee misconduct; communications from regulatory agencies, donors, sponsors and external agents concerning non-compliance; significant financial variances). - Take corrective action as needed. - Consult with appropriate SLA unit (e.g., Health and Safety, GCFA) in identifying/implementing the correction action. - Escalate issues to LA as appropriate. As needed, escalate SLA issues to the LA for discussion, with issue details and recommendations for solution. Provide LA with regular input, including suggestions for revision of unit policies and procedures. Maintain an environment of regulatory readiness in the unit, ensuring that up-to-date practices are applied. 4. University Citizen Connect the unit and the University through communication, alignment of priorities, implementation of initiatives, and active engagement in University administrative priorities. Actively engage in Lead Administrator and University initiatives. Effectively implement University or Lead Administrator requirements at the unit level. Effectively represent unit needs, challenges, and opportunities at the Lead Administrator and/or University level - Create opportunities to enhance the image and value of the unit - Share knowledge and best practices with others Participate in relevant meetings and events. Explore options that benefit both the unit and the University. Effectively represent the unit and the Lead Administrator with outside groups, forums and associations Respond promptly to Lead Administrator and/or University queries, such as requests for information and participation in surveys. 5. Talent Manager and Developer Utilize effective practices for attracting, retaining, and developing high quality administrative talent in areas of direct accountability including selection, performance management and career development processes in line with University guidelines and contractual agreements. BOSAM April29, Actively participate in the University s talent development practices, working with their HR partner as appropriate, including: The University s performance management process The University s career development process Appropriately address employee relations concerns and risks that are identified. Assist the Lead Administrator to ensure that effective HR practices are carried out throughout the unit. Ensure that direct reports are aware of and have opportunities to explore appropriate avenues for professional and career development at the University. Provide support to the Lead Administrator in the assessment of current administrative talent and future talent needs. Make recommendations for the movement of administrative talent and the development of Business Operations staff. Cultivate a diversity of backgrounds and perspectives in the unit. 6. Strategic Resource Work closely with the Lead Administrator (and, as appropriate, with the Dean, Director and Chair) to help shape the unit s administrative and operational priorities, and determine resource requirements to achieve short-term and long-term goals. Identify any factors that may impact the unit s ability to successfully meet its mission and goals - Recognize and raise potential issues, ideas and solutions to Lead Administrator Continually assess level of financial and non-financial resources available for the unit to achieve its goals, e.g., funding, space, technology, staff capabilities and capacity - Ensure the appropriate resources, systems and processes are in place to support the unit s mission. - Escalate issues to Lead Administrator as needs evolve. Seek input from the Lead Administrator to assess the unit s progress against unit goals. Ensure the Lead Administrator, unit Leader, faculty, and key staffs are appropriately informed about administrative issues. Support strategic planning process per LA's expectations. BOSAM April29,
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