Assistant Administrator 4 Customer Focused Team Lead-Business Office

STARZ Requisition Number: 46321BR

General Purpose
 
Under the direction of the Operations Manager and with considerable latitude for discretion and independent judgment, carry out the financial, administrative and operational management activities to support the vision and mission of the School of Forestry and Environmental Studies, a self-support professional school with an annual budget of approximately $36 million.
 
Essential Duties of the Position
 
  1. In close collaboration with other Business Office resources, including Budget Analyst, Director of Human Resources and Facilities Manager, serve as expert financial and administrative resource, providing coordinated business and administrative support to students, faculty and staff of SF&ES. 
  2. Lead team of one or more Financial Assistant and one or more Administrative Assistant dedicated to an assigned group of Faculty, Programs and/or Centers. 
  3. Direct, motivate and support team in providing responsive, professional, consistent customer service. Ensure continuous development of team’s understanding/ability to meet assigned customer needs.
  4. Create, analyze, and prepare monthly financial statements and reports for all types of accounts. Analyze budget variances and prepare variance reports to account for significant variances. Analyze financial results, compare to budget and analyze variances. Provide corrective action to address excess spending. Create and analyze financial reports for the Director of Finance & Administration, Dean, Deputy Dean and other faculty members. Prepare financial forecasts in view of internal/external factors influencing School business.
  5. Assist faculty in preparation of grant and contract proposals. Work with OSP to complete applications of SF&ES grant and contract submissions. Identify budget variances for grants and contracts, inform P.I. and develop strategies to resolve the variances. Assure compliance with funding source requirements.
  6. Approve and monitor financial expenditures. Authorize ER's, PR's, spend authorizations and staff time and attendance; establish internal training needs and monitor University training needs required and/or  met.
  7. Develop financial projections and ad-hoc reports to assess impact of budgeted finances to support functions of School. Identify and prioritize projects and assess impact on School activities. Prepare faculty discretionary and special use account reports; assure budgetary adherence is maintained. Participate and make recommendations in long range planning.
  8. Review daily transactions; make determination of questionable charges. Oversee all P Card activity at SF&ES.  Ensure cardholders are aware and comply with University policy. Review receipts and monthly statements assembled by cardholder and provide feedback as needed.
  9. Develop long-range financial plans that optimize use of scarce resources. Initiate cost analyses of new and proposed capital and programmatic projects. Provide financial information and assist units in planning to maximize revenues and reduce cost. Assist in long range planning and prepare financial projections for income/expenses.
  10. Conduct complex strategic modeling to support design and development of long and short term resource planning. Responsible for smooth function of operational support: manage day-to-day fiscal and administrative affairs with signature authority in accordance with University and School guidelines.
  11. Supervise matching process of Schools’ monthly financial statements to assure only appropriate costs have been charged and all revenues recognized. Supervise preparation, submission and approval of ER’s, PR's, spend authorizations and invoices for procurement of goods and services for the School. Maintain financial records in accordance with University policies.
  12. Provide ad-hoc reports and analysis using Workday reports and other available software.
  13. Recommend improvements and enhancements to systems, reports and procedures.
  14. Participate in special projects as necessary.  Perform other duties as directed by Administrator.
  15. Act as resource for team, assigned faculty, SF&ES student body, faculty and staff on wide range of issues.
  16. Ensure regular flow of information between all levels of team regarding work direction, strategy, priorities and successes.
  17. Monitor team performance measures to ensure staff and systems meet customer needs in a timely and efficient manner.
 
Experience and Training
  1. Bachelor's degree in accounting, finance or a related field with four to five years experience in related position or an equivalent combination of education and experience.
  2. Thorough working knowledge of finance, fund accounting, and financial reporting analysis.
  3. Prior supervisory experience.
  4. Advanced computer skills including Workday, Oracle Financial System, Excel, MS Word, and other large systems.
  5. Preferred: thorough knowledge of University's organization, administrative and financial guidelines; knowledge of grants and contract administration; working knowledge of Excel, Microsoft Word; Oracle applications and Workday including effort reporting.
 
Skills and Abilities
  1. Strong analytical, accounting, financial management and problem-solving skills.
  2. Strong organizational, communication and interpersonal skills.
  3. Excellent customer service skills. Commitment to quality and customer service.
  4. Demonstrated leadership ability; ability to set and meet deadlines.
  5. Demonstrated ability to analyze and resolve complex issues with prudent judgment and tact.
  6. Strong attention to detail.  Ability to recognize, correct, and prevent the recurrence of errors.
  7. Demonstrated ability to handle multiple tasks, prioritize workload and consistently meet routine production and processing deadlines.
  8. Strong computer skills, including MS Excel and word processing applications.
  9. Ability to be highly productive under limited supervision.
  10. Ability to exercise sound independent judgment.
  11. Demonstrated ability to work as a team player in a busy service-oriented work environment.

Application Details

For more information, or to apply for this position, please use the Yale STARS Gateway and search for the STARS Requisition Number provided in this description:
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