Associate Director

Associate Director, Emergency Medicine Department

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Salary Range $90,000.00 - $165,750.00

The Associate Director is an essential administrative leader in the department of Emergency Medicine with a portfolio that spans all missions in a national recognized and leading the department. The Department of Emergency Medicine at Yale includes over 80 clinical faculty that care for over 200,000 patients across four clinical sites including the nation's 5th largest emergency department. The department has been ranked #1 by the Blue Ridge Institute for NIH grants awarded and the residency program is among the nation's largest. The Associate Director will ensure that departmental faculty, trainees, students and staff receive high quality administrative support in a manner compliant with University policies and procedures, and marshals and leverages available resources (financial or otherwise) to help advance the unit's and University's mission. The Associate Director will support a culture of collaborative excellence and lead the administrative team of the department to advance the departmental vision and mission of the Yale School of Medicine. Enables faculty and program leadership to maximize their focus on program activities by : managing and implementing assigned financial and / or administrative support services for the unit; assessing the Unit's operational challenges and opportunities, working to develop and implement solutions with the Lead Administrator (LA) / Senior Director and the Chair of the Department (dual reporting structure); and serving as a critical conduit for strengthening the interface between unit needs / requirements and service provider activities.

The Operations Manager 2 ensures that faculty, students, and staff receive high-quality administrative support in a manner compliant with University policies and procedures. This role leverages available resources to advance the unit's and University's mission. The Operations Manager enables faculty and program leadership to focus on their primary activities by managing financial and administrative support services, assessing and addressing operational challenges, and strengthening the interface between unit needs and service provider activities. Responsibilities include managing budgets, conducting performance reviews, supporting new initiatives, and facilitating communication across departments.

Required Skills and Abilities

1. Well-developed managerial, decision-making, planning, organizational, problem-resolution, and leadership skills with the ability to inspire a high level of commitment and performance.

2. Excellent written and oral communication skills, with the ability to adapt communication styles and negotiate skillfully to address the needs of individuals at all levels within the University.

3. Strong financial reporting and quantitative skills, with the ability to create and analyze financial reports, budgets, and forecasts using tools such as Excel and database management systems.

4. Solid understanding of internal control concepts and the implementation of internal control systems in a complex business environment, with the ability to anticipate and manage change proactively.

5. Proven ability to manage time and resources effectively, measure and monitor progress, and redirect efforts as needed.

Preferred Skills and Abilities

1. Minimum of a Bachelor's Degree and five years of related work experience, including demonstrated leadership, project management, and financial experience; or an equivalent combination of education and experience. A Master's Degree is preferred.

2. Understanding of Yale's Financial and Administrative systems, including Workday and YBT, and familiarity with university policies and procedures.

3. Experience in sponsored awards research environment or finance administration within an academic or highly regulated setting, with knowledge of federal, state, and sponsor regulations.

4. Strong Excel skills and proficiency with financial reporting tools; experience integrating complex financial information to identify themes, trends, and issues.

5. Demonstrated ability to manage relationships, influence outcomes, and work effectively in a complex organization

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 that providers are apprised of unit needs & relevant information, taking action where needed. Monitors the adequacy of service delivered by outside providers. Escalates issues / concerns related to administrative & operational services to the LA.

2. Financial Analyst & 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; takes action as appropriate. Oversees daily financial monitoring & authorizes transactions per policy. Provides support to unit's Dean / Director / Chair for financial inquiries. Identifies available financial resources (current / future) & recommends how to deploy efficiently to support unit objectives. Prepares all funds budgets including gathering historical information, providing analysis & quality control. Helps the unit, including faculty, research and analyze funding challenges and opportunities and presents possible options with LA.

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 in order to protect Yale's assets, resources, information and reputation. Identifies, communicates, & addresses issues / concerns in a timely and appropriate manner. Ensures all faculty and staff are knowledgeable of the regulations, policies, procedures & 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 & value of the unit. Shares knowledge & 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 Business Operations 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.

7. May perform other duties as assigned.

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.