Assistant Administrator, Office of the Provost

Field Business Operations - Office of the Provost

80704BR

Assistant Administrator 4

None - Not included in the union (Yale Union Group)

Full time

Regular

Administration & Operations

Supervisor; Senior Associate (23)

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Administration

37.5

Standard (M-F equal number of hours per day)

Central Campus

2 Whitney Avenue
New Haven, CT 06510

Reporting to the Senior Director of Finance and Administration, the Assistant Administration will specialize in Workday staffing and financial functions, YBT Labor Plans, and Hopper for the Office of the Provost.

More specifically, responsibilities will include: Post positions in Workday for all depts administered under purview of the Sr. Director of Finance and Administration for M&P, C&T, casuals, and students (e.g. RITM, CITY, Provost Admin, OIR/Strategic Analysis, health affairs). Confirms funding with operations manager, seeks approval from Lead Admin, works with HR and Hiring Manager to finalize process.

Onboards new staff in the Provost office, determines computer equipment needs and office/desk set-up; confirms resources with operations manager and space availability with lead admin. Coordinates welcome session and business training where applicable, works with finance assistant to issue P-cards, phones. Onboarding checklist & collects/files confidentiality agreements. Coordinates with manager to ensure all documents are completed and a copy is saved for audit.

Coordinate w/ops manager about budget asks, job description, new employee info so we record it properly in forecasts and YBT. Performs the introductory tour and coordinates meet & greets with key staff. Hands out the office manual. Does training in Workday for time management, coordinates business colleagues that will join in training, i.e., finance assistants for expense reports, p-cards, invoice processing. Maintains up to date job descriptions so vacancies can be posted quickly.
Oversees financial transactions related to staff & salary/supplemental payments that hit Provost accounts. Will review and assist with staff expense reimbursements. Works with budget tool to assist in preparing labor plans for budget process and monitoring. Will also support compliance process that require monthly monitoring regarding staffing. Performs salary forecasting and Labor reporting. Gift administration: manages recording and notification of new gifts received. Researches and communicates with Gift Awards office to address allocation inquiries. Standardizes office services and processes for employees. Coordinates communication and work set up with EHS to address ergonomic or health/safety issues. Coordinates and approves student employees with supervising manager and performs system terminations. Develop digital files of employees to communicate to the Senior Director. Offboarding. Coordinate with manager and insure it is completed and a copy is filed, ensures collection of IDs, Keys, Equipment. Tracks equipment inventory and manages disposals and/or delivery of new purchases. Coordinates computers/telecom with Operations Manager and Finance Assistant.

Understands and relays rules around Workers’ comp, disciplinary actions, vacation and leaves of absence to direct employees to the correct HR resource. Documents administrative support staff procedures, creates internal training manual. Follows up on Outlook or other system training. Supports financial processes upon request, which includes journal entries, expense reimbursements and requisitions. Develop business team documentation for all processes and keep updated files.
Coordinate weekly business staff meetings, gather feedback, and helps build agenda. Fire Captain for WGS 4th Floor suite! Communicates fire drills, safety notifications, and coordinates fire safety exercises under supervision of Operations Manager and coordination with Sr. Director

1. Performs a variety of activities related to managing the daily operations of a unit including human resources planning, information technology, financial reporting, facility planning, research support, and compliance among other functions for a unit. 2. Administers the administrative and fiscal activities of the assigned unit; serves as liaison between the assigned unit and other University administrative offices. 3. Assigns administrative support to various functions of the unit; monitors activities of staff to ensure timely completion of assigned work. 4. Prepares and monitors budgets, financial forecasts, and financial analyses and the actual vs. budgeted performance. 5. Plans the use of facilities in the assigned department including office space, work stations, equipment, technology needs, inventory, and office supplies. 6. Plans and facilitates training sessions for the department when new policies or practices are adopted. 7. Ensures compliance with University and federal health and safety regulations as they apply to the unit. 8. Initiates, plans and develops administrative policies for the assigned unit. 9. Contributes to long-range administrative planning for the assigned unit. 10. Implements University and departmental policies as they pertain to the administrative function of the unit. 11. Supervises and leads staff. 12. May perform other duties as assigned.

Bachelor’s Degree in related field and four years of experience or an equivalent combination of education and related experience.

Strong analytical, accounting, financial management and problem-solving skills. Strong organizational, communication and interpersonal skills.

Demonstrated leadership ability; ability to set and meet deadlines. Demonstrated ability to analyze and resolve complex issues with prudent judgment and tact.

Strong attention to detail. Ability to recognize, correct, and prevent recurrence of errors.

Demonstrated ability to handle multiple tasks, prioritize workload and consistently meet routine production and processing deadlines.

Ability to be highly productive under limited supervision. Ability to exercise sound independent judgment.

Working knowledge of finance, fund accounting, and financial reporting analysis. Prior supervisory experience a plus but not required. Knowledge of Excel, Microsoft Word, Outlook.

No

No

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. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

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.

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303
100 Wall Street, New Haven CT 06511
203-432-0849
equity@yale.edu

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